Revenue Predesign Review Form 2 23 06 by TR59h6Z


									MnSCU Predesign Guidelines and Review Form for Revenue Projects
                                                                                                              Last Revision: February, 2006
PREDESIGN                    INSTITUTION                                      PROJECT
REVIEW                                                                        NAME
DEPARTMENT         Facilities Programming and Planning               RECEIVED       01/01/2006             REVIEWED         01/01/2006
                   Sally Grans        (651) 296-7083                 CONSULTANT
                   Gillian Machacek (651) 282 5217                   CONTACT

Revenue Fund Project predesigns need to have the following basic components of Scope, Cost and Schedule. However, due to the
lack of significant program issues, these presdesigns are not as intensive as the academic predesigns, Please contact Planning and
Programming (as noted below) to confirm the scope of work in a Revenue Fund predesign.

Submittal               1. 50% submittal: 1 copy
Requirements            2. 100% submittal: 3 copies in binders + 1 pdf. file on CD
                            ▪ Clearly label both front and spine of binders with
                                 - institution name
                                 - submission status (50%, 100%)
                                 - consulting company name and contacts
                                 - date
                            ▪ Use a text font no less than10 points
                            ▪ Number each page per section
                            ▪ Ensure entire document is black/white reproducible
Format                  Organize the format in the following sections:
                          1. Cover Letter (2)
                          2. Predesign Summary Statement
                          3. Project Background Narrative
                          4. Project Description
                          5. Sustainability: Energy Standards
                          6. Information Technology Plan/Budget
                          6. Financial Information – Capital Expenditures
                          7. Financial Information – Operating Expenditures
                          8. Project Schedule
                          9. Appendix
Resources /             Predesign Resources
Special                    ▪ Previously submitted Predesigns filed at the Office of the Chancellor, Facilities Office.
Considerations               To view these past submittals please contact Facilities Office: Mailor at 651-296-6947 or Nancy at
                             651-297-8862 to arrange a time to review documents. However, it is always better to
                             have the professional staff available to answer questions or present documents that directly relate to
                             the campus proposal: contact Gillian Machacek (651) 282 5217 or Sally Grans (651-296-7083) for
                           ▪ MnSCU Facilities website under Predesign heading (
                               - Predesign Review Form (Feb, 2006)
                               - Update to the Predesign Guidelines presentation (Jan, 2006)
                           ▪ Predesign Manual for Capital Budget Projects (Revised July 2002) (provide website here)

1. Cover Letters        After final review has been completed by Planning and Programming, include the following letters in the
                        final document:
                        ▪ Letter #1 – Consultant to campus president affirming that the report meets MnSCU criteria,
                                      signed by a registered architect/engineer with accompanying registration number.
                        ▪ Letter#2 – Formal submission letter from the Campus President to Al Johnson,
                                      Associate Vice Chancellor of Facilities, MnSCU

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PREDESIGN GUIDELINES AND REVIEW FORM FOR REVENUE PROJECTS                                                                  4/25/2012

2. Predesign
   Summary       Provide a concise overview of the project describing:
   Statement         ▪ scope of work
                     ▪ project size and major components of the work
                     ▪ deferred maintenance, renewal issues and FCI addressed in the project scope
                     ▪ cost breakdown relating to demolition, new construction and renovation where applicable.
                     ▪ project schedule including milestone dates
                     ▪ funding sources for the project and the overall operational data confirmed
                     ▪ include the “building Project Data Sheet” in the appendix
                     ▪ verify if any academic programs affected
                 Explain the basic information: who, what, where, how, why and when?
3. Project
   Background    Provide the detail relating to the project process. Include:
   Narrative         ▪ Statement of the relationship between this project and the updated Master Plan.
                     ▪ Verify marketing issues and options to the proposed scope and design (example of site and unit
                     ▪ Summary of the project planning process, participants, student consultation and significant outcomes
                     during the process.
                     ▪ Facilities systems summary including,
                        - Deferred maintenance backlog
                        - FCI (Facilities Condition Index). FCI=deferred maintenance/replacement value.
                        - Future renewal needs data obtained from the FRRM, Facilities Reinvestment Renewal Model.
                     ▪ Space utilization summary or academic impact (if affected or appropriate).

                 Note the requirement for consideration of MINNCOR Industry products for all General Fund projects.
                 Verify if this specific requirement is appropriate for the specific Revenue Fund project.

                 Place any detailed information, including meeting minutes, in appendix rather than the main body.
4. Project
   Description   Provide detailed information relating to the design intent, project program and project process.
                 1. State the scope, purpose and rationale of the project.
                       ▪ Explain the project relationship to the master and academic plans, economic
                         development, access goals and objectives and any other community impact information. Any
                         deviation from the updated Facilities Master Plan will require a detailed explanation and possible
                         subsequent approval may be required.
                       ▪ Describe site selection criteria, analyses and evaluation of alternative options.
                       ▪ Include site plan of proposed project site and all other graphics that can visually assist in
                         describing the project.
                 2. Provide complete program detail.
                       ▪ Physical condition audit and recommendations: photos are required for all renovation projects
                          and general floor plan layouts are suggested to convey the intent.
                       ▪ Deferred maintenance backlog and renewal data.
                       ▪ Current conditions, adjacencies, spatial issues (size) and user needs. Incorporate Room Data
                         Sheets for spaces or otherwise describe the units or components for the proposed funding.
                         Contact Facilities Planning and Programming for examples of Room Data Sheets.
                       ▪ Specialty Requirements: State design standards, space guidelines and performance
                         characteristics for site and building programs.
                       ▪ Bibliography of applicable codes, standards, cited research and publications referenced.
                 3. Provide process and options information.
                       ▪ Detail the project process. Include supporting materials such as meeting minutes,
                         regional economic conditions, marketing or demographic studies, etc.
                       ▪ Provide project alternative analyses relating to program delivery, site options, building
                         options, etc.
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PREDESIGN GUIDELINES AND REVIEW FORM FOR REVENUE PROJECTS                                                                       4/25/2012

  Energy            ▪ Address energy conservation and sustainability issues/solutions that may or could be applicable
  Standards           to this project.
                    ▪ Factor in additional funding in response to legislation that will outline sustainability guidelines for all
                      state projects. Guidelines are available at
                    ▪ Note that the B3 Guidelines are applicable to all new buildings and must also be implemented where
                      feasible in renovations. The following list outlines the major sustainability categories:
                                   - energy modeling of building design and operations
                                   - energy load reduction
                                   - increased efficiency, mechanical systems
                                   - use of renewable energy sources
                                   - improving air quality
                                   - building materials; conservation of building material resources
                                   - managing water; emissions to air, water
                                   - enhancing bio-diversity and ecology
                                   - site design and operations
                                   - waste reduction and recycling
                                   - designing for increased flexibility
                                   - improving human design factors


6. Information
 Technology/Plan    ▪ Briefly summarize the institution’s Technology plan and current Information Technology
 Budget               infrastructure as it affects the project.
                    ▪ Describe the technology applications and associated budget detail included in the scope of the project.
                    ▪ Describe the impact and improvements, including cost effectiveness, that the project will have on current
                      and future infrastructure.
                    ▪ Detail additional positive outcomes that may be a direct or indirect consequence of technology
                      implementation associated with the project. Example: providing more services electronically increases
                      access (internet courses) which increases student enrollment. A longer term outcome of this may be a
                      potential reduction in space requirements.

7. Financial
   Capital          Estimate the capital expenditures for the project.
   Expenditures     ▪ Include a cost plan using state forms and a schedule displaying all capital funding requirements through
                       the life of the project.
                    ▪ Provide project gross square footage and separate line items for new construction cost and renovation
                      Costs and the various types of construction spaces (i.e. unit type, common areas, specific areas, etc.
                    ▪ Document budget and schedule impact for atypical considerations/circumstances that may affect the
                      project. NOTE: if there are specific deviations to the MnSCU Design Guidelines that are anticipated that
                    impact these budget estimations that information needs to be clearly identified.
                    ▪ When available, include actual cost histories, adjusted for program variations, that support the proposed
                    ▪ Identify project funding sources including revenue bond, student fees, private contributions, etc.
                    ▪ Reference other cost estimation examples - i.e. other campuses or other regional facilities whose cost
                      impact relate to your project.
                    ▪ Identify alternative delivery methods such as design build, construction management, etc.


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PREDESIGN GUIDELINES AND REVIEW FORM FOR REVENUE PROJECTS                                                                    4/25/2012

8. Financial
   Operating      ▪ Estimate the project effects on operating budgets:
   Expenditures   ▪ Provide a Financing Plan which includes revenue expenditures and liabilities that include the construction
                    cost, fees, furniture, utilities, maintenance, Repair and Replacement and any debt incurred for the life of
                    the Revenue Bonds (approximately 20 years).
                  ▪ Information must be confirmed and reviewed by the MnSCU Financial Advisor. Until January 2007 this
                  is Springsted contact Mark Le May at 651-223-3037 or
                  ▪ Include staffing levels and corresponding salaries, building repair, replacement and maintenance.
                       Example 1: impact of additional maintenance engineers required during and/or after new
                                     building construction.
                       Example 2: Operating cost for energy (HVAC, electrical and other utilities).
                                     $5-$9 is suggested to reflect these associated costs.
                   ▪ Address debt capacity for this particular project within the revenue program and the institution’s ability to
                     pay debt based on the entire revenue program. Verify information with Facilities Revenue Business
                     Support Director Sieglinde Bier. 651-297-7468 or

9. Project
   Schedule       ▪ Graphically convey a realistic schedule for all project stages including site selection and acquisition,
                    required government actions and proceedings at all levels, designer selection, design approvals,
                    construction occupancy and commissioning.
                  ▪ Suggest incorporation of a bar chart. Best illustrates the project schedule from schematic design through
                  ▪ Include review time after each design phase for the campus review from facilities and other appropriate
                    staff: indicate 2 to 6 weeks depending on size and complexity of project.
                  ▪ Office of Chancellor Facilities reviews and approves the Predesign at 50 and 100% and through Schematic
                    Design. All variances to the Design Guidelines are considered during Schematic Design.
                  ▪ Qualifications based designer selection process is required. Contact Office of Chancellor Facilities
                    regarding Request for Proposal information.

                  Supporting information should be included in appendices as campus and/or consultant view appropriate:
                  Campus may wish to include minutes of meetings or student consultation minutes as appropriate, which
                  document, who was involved and how the decision making process was derived. Include all research and
                  reference material meeting minutes, academic master plan reference material, technology master plan
                  reference material, ISRS Space Utilization data, FRRM Data, workforce or demographics data, other
                  studies or related supporting information, project visit notes, websites.
                  It is advantageous to include any notes of other informational pursuit, project visits, websites, etc.


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