Procedure for Management of Minor Capital Projects
Approval Date: 2016-12-06
Effective Date: 2016-12-06
Responsible Unit: Department of Facilities Management
1. Prior to executing the Minor Capital project, approval must be granted in accordance with the Procedure for Approval of Minor Capital Projects. Minor Capital Projects which engage external services or contractors must follow the process outlined in this procedure.
2. The Project Sponsor must establish and document administrative issues such as funding sources, initial cash flow projections, and accounting processes.
3. The Project Sponsor, in consultation with Campus Facilities Management, may establish a Steering Committee, which has overall responsibility in relation to the project. The size of the committee should reflect the scope of the work and the representation of stakeholders.
4. A Project Manager is assigned within Campus Facilities Management. In certain cases, a Project Management Team may be established including representatives from Campus Facilities Management, and other units as necessary, normally as a result of the specialized nature of a specific project. A Project Manager is appointed from within the Project Management Team. The Project Manager has signing authority, within the approved construction budget, for the project and responsibility for ensuring that design development proceeds on the basis of approval granted through the Procedure for Approval of Minor Capital Projects.
5. The Project Sponsor, in collaboration with Campus Facilities Management, may establish Stakeholder Groups, as needed, comprising representatives of primary facility occupants and/or users, who provide input on program development and identification of functional requirements. The Stakeholder Groups should be representative of the scope of the project.
6. A Consultant Team(s) may be appointed by Campus Facilities Management based on the requirements of the project and in accordance with the Procedure for Selection and Appointment of Consultants for Minor Capital Projects.
7. For Minor Capital Projects which require approval of the Associate Vice-President (Facilities), a scope definition or functional program definition document must be developed through consultation among the Project Manager, Project Management Team, if established, the Stakeholder Groups, if established, the Project Sponsor, and Consultant Team(s), if appointed. Project Sponsor or designate is required to formally approve this document.
8. Concept Design is prepared on the basis of the scope definition. This phase of the project also includes 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 Project Sponsor or designate to determine if revisions can be made to accommodate budget restrictions. The Project Sponsor or designate is required to formally approve any changes that impact the original formal Minor Capital Project Approval. See Procedure for Approval of Minor Capital Projects.
9. A preliminary design, including floor plans and elevations, must be developed based on the approved concept. Project estimates must be reconfirmed at this stage. A formal submission will be sent to the Project Sponsor for approval. (See Section 10)
10. Detailed designs are completed only after required approvals have been granted. Detailed designs include an operational review by Campus Facilities Management for confirmation of adherence to technical standards and the University Space Standards and Guidelines. The detailed design must include a preconstruction estimate to confirm budget compliance. Where estimates identify funding issues, the project will normally be reviewed with the Project Sponsor or delegate to determine if revisions can be made to accommodate budget restrictions. Formal approval by the Project Sponsor or delegate is required for all related financial and design documents.
11. In cases where the Project Sponsor identifies that the revised construction budget estimates cannot be accommodated through program revision without serious impact on feasibility of the project, the Project Sponsor retains the right to seek approval for consideration of additional funding, following the Procedure for Approval of Minor Capital Projects. This resubmission may apply at any stage of the design process. If the funding requirement is such that the project becomes a Major Capital Project, approval must be sought in accordance with the Procedure for Approval of Major Capital Projects.
12. The contract documents are issued in accordance with the Procedure for Using Public Tender. The Project Manager or Project Management team evaluates the tender results and prepares a recommendation with regard to contract award. The Project Manager ensures that all tender results are reviewed and that the recommendation is forwarded to the Project Sponsor.
13. The Project Management Team carries out construction management and administration. Periodic updates on project status are made to the Steering Committee and Stakeholder Groups, where applicable.
14. Campus Facilities Management completes and commissions the Minor Capital Project.
15. Campus Facilities Management regularly reports the status of Minor Capital Projects valued at more than $500,000 to the Associate Vice-President (Facilities), and to Vice-Presidents Council, in cases where the Minor Capital Project is valued at $1,000,000 or more.
16. Campus Facilities Management is required to perform a post-contract evaluation that reviews all aspects of the project delivery.
17. A formal project completion notice must be submitted to the Project Sponsor, and where applicable VPC.