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University of Missouri
Board of Curators
Physical Facilities & Management Services Committee
Document Preparation
Manual
Finance & Administration
Division of Management Services
January 2009
Table of Contents
University of Missouri Board of Curators ......................................................................... 1
Physical Facilities & Management Services Committee .................................................. 1
Check 1: Delegation List ................................................................................................ 2
1.1 Construction Delegation List (Facilities Planning & Development) ................................................. 2
1.2 Real Estate Delegation List (UM Business Services) ..................................................................... 3
1.3 Purchases / Services / Equipment Lease Delegation (Procurement Services) .............................. 3
1.4 Other Delegations ............................................................................................................................ 3
Check 2: Dates & Agenda .............................................................................................. 4
2.1 Board Mailing and Meeting Dates ................................................................................................... 4
2.2 Schedule of Critical Dates ............................................................................................................... 4
2.3 Agenda – Physical Facilities & Management Services Committee ................................................. 5
Check 3: Board Backup.................................................................................................. 6
3.1 Board Backup Format...................................................................................................................... 6
3.2 Board Backup Contents................................................................................................................... 7
Check 4: Board Summary .............................................................................................. 9
4.1 Board Summary Format .................................................................................................................. 9
Check 5: Presentation Material .................................................................................... 10
5.1: PowerPoint Presentations ............................................................................................................ 10
5.2: Schematic Design Booklets .......................................................................................................... 10
Check 6: Board Paper .................................................................................................. 11
6.1: Board Paper Format ..................................................................................................................... 11
Appendix ....................................................................................................................... 12
Calendars of Critical Dates .................................................................................................................... A
BACKUP Sample – Real Estate ............................................................................................................ B
BACKUP Sample – Design-Build Project Design.................................................................................. C
SUMMARY Sample ............................................................................................................................... D
BOARD PAPER Sample ....................................................................................................................... E
University of Missouri Board of Curators
The University of Missouri is governed by Finance and Administration and the
a nine (9) member Board of Curators Division of Management Services are
appointed by the Governor of Missouri. responsible for the agenda of items going
before the Physical Facilities &
The Board meets six (6) times a year for
Management Services (PF&MS)
regular meetings and for special meetings
Committee. This includes matters related
as needed to conduct the business of the
to the planning, building, maintenance and
University. The regular meetings have
operation of the physical facilities of the
open and closed sessions.
University, real estate items, and the
Based on the subject matter, items to be purchasing of equipment and supplies
brought before the Board are designated utilized by the University.
to a close review by one of the seven
The PF&MS Committee items requiring
standing Board committees. Each
Board approval are listed in the
committee has a System office which is
Delegation List section in this document.
responsible for preparing this information.
This manual will be the guiding tool in
Items are sent to all the Curators two
coordinating this Board document
weeks prior to the meeting in a Board
preparation process.
Mailing coordinated by the Board office.
Physical Facilities & Management Services Committee
In preparation for the PF&MS Committee documents which are discussed in more
and Board meetings, a Calendar of Critical detail within this document.
Dates has been prepared by Management During the Board Meeting, a brief
Services. This calendar delineates a time presentation of each item is made to the
frame for the steps in document PF&MS Committee. The committee then
preparation to make sure the appropriate discusses the items in depth before
information is related to the Board on the making a recommendation to the full
Board Mailing. The following is a list of Board.
Document Required Goes to Details
Board
Backup Yes No Detailed explanation.
Summary Yes Yes Brief explanation.
Action
• Action Items Yes Yes Specifies the motion and records the vote.
• Information Items No No No motion or vote on Information items.
Presentation Material
• Schematic Design Book Yes Yes Schematic Design only. Building specs.
• PowerPoint Presentation Optional Yes Maximum of 5 slides.
• Map Optional Yes Mostly used for real estate items.
Board Paper
• Action Items Yes No Chancellor/UMHC CEO approval.
• Information Items No No
UM Board of Curators PF&MS Committee
Document Preparation Manual Page 1 of 12 January 2009
Check 1: Delegation List
Projects listed in this section require Board approval. The documents are directed
through Management Services departments for presentation to the PF&MS Committee
for discussion and ultimately to the full Board.
Dave Sheahen, Director of Facilities Planning & Development, is the contact for matters
related to the planning, building, maintenance and operation of the physical facilities of
the University.
Mary Sapp, Director of UM Business Services, is the contact for Real Estate items.
Bill Cooper, Associate Vice President for Management Services and Chief Procurement
Office for Procurement Services, is the contact for the purchasing of equipment and
supplies utilized by the University as well as any other miscellaneous items.
1.1 Construction Delegation List (Facilities Planning & Development)
Found in the University’s Collected Rules and Regulations Section 70.060 – Consulting, Design and
Construction, are the specifications of which items require Board approval.
In addition to the following items which require Board approval, here are the items which are required to
go to the Board in other formats:
• Campus Capital Plans every year as an Information Item. This goes in July.
• Quarterly Report on construction contracts over $500,000.
Require Board Approval
• Campus Master Plans every three (3) years or when significant changes are proposed.
• Hiring Architects/Engineers/Consultants when fees are more than $500,000.
• Hiring Construction Manager when fees are more than $500,000.
• Schematic Designs on projects with construction cost of more than $5,000,000.
• Project Designs on design/build projects with construction cost of more than $5,000,000.
• Final Plans, if there are substantial changes from Board approved schematics.
• Exterior Changes (material changes) to the exterior of buildings or campuses.
• Naming of University buildings, major facilities and locations, such as arenas and stadiums (CRR
110.080)
• Bond Financed Projects prior to bidding.
• Business Plan approval prior to bidding for construction work if not previously approved in other
action. Bond financed projects when Facilities and Administrative Cost Recovery is used as an
identified funding stream for the debt service on bonds issued to build research and academic
buildings.
UM Board of Curators PF&MS Committee
Document Preparation Manual Page 2 of 12 January 2009
1.2 Real Estate Delegation List (UM Business Services)
Found in the University’s Collected Rules and Regulations Section 70.050 – Real Estate, Licenses and
Rights-of-Way, are the specifications of which items require Board approval.
Require Board Approval
• Property Purchases costing more than $500,000 or if more than appraised values or if not within
campus master plans or research parks.
• Property Sales costing more than $500,000 or if less than appraised values or if within campus
boundaries or research parks.
• Property Leases for more than $500,000 per year or for more than five (5) years.
• Easements and rights-of-way to entities other than utility companies or governmental entities.
1.3 Purchases / Services / Equipment Lease Delegation (Procurement Services)
Found in the University’s Collected Rules and Regulations Section 80.010 – Procurement, are the
specifications of which items require Board approval.
In addition to the following items which require Board approval, here are the items which are required to
go to the Board in other formats:
• Quarterly Report on purchases and competitively bid services contracts over $1,000,000,
equipment leases when the total cost is more than $1,000,000 or when the lease term is more
than five (5) years.
Require Board Approval
• Sole Source when over $500,000. These are purchases for unique items or services which do
not lend themselves to competitive bidding when the cost is more than $500,000 (except for
proprietary licenses for maintenance agreements necessary for operation of University computing
equipment, in which case the president shall be authorized to enter into these contracts).
1.4 Other Delegations
Found in other sections of the University’s Collected Rules and Regulations, are the specifications of
items require Board approval.
Require Board Approval
• Purchase of Insurance contract (CRR 80.030 – Insurance) – for all property, casualty, fidelity,
and student insurance shall be thru competitive proposals solicited from three (3) brokers (thru a
UM pre-qualification process)
UM Board of Curators PF&MS Committee
Document Preparation Manual Page 3 of 12 January 2009
Check 2: Dates & Agenda
After an item is determined to require Board approval, checking the dates and getting
your item on the PF&MS agenda is the next step.
The Board Mailing and Meeting dates are set forth by the Board Office in the spring of
each year.
The Schedule of Critical Dates is based on the Board meeting dates. Management
Services provides a Calendar of Critical Dates which lists the Mailing & Meeting dates
as well as the meeting locations and dates for document submittal.
The Agenda for the PF&MS Committee is coordinated by Management Services and
submitted to the Office of the Vice President for Finance and Administration (F & A) for
entry into the official Board Agenda.
2.1 Board Mailing and Meeting Dates
Meeting information is found on the Board website: http://www.umsystem.edu/ums/curators/meetings
A regular meeting lasts for two (2) or more days. Currently, the first day consists of Committee meetings
and the second day for the full board meeting.
2.2 Schedule of Critical Dates
The Critical Dates are the deadline dates for item preparation. Upon receipt of the Board meeting
schedule, this office will update the calendar.
The following time-line is general and the days are working days, not calendar days. When a holiday falls
between the Mailing & Meeting, the Mailing date is usually not skewed.
1. Backup and Summary are due to Management Services Departments (8 days prior to
mailing)
• These are sent electronically from the Campus/UMHC to the appropriate Management
Services department (see Check 1 to determine appropriate Department).
• Schematic Design Brochures: Two (2) draft copies are due at least two (2) weeks prior to
the Mailing date. The Director must approve the draft of Schematic Design Brochures.
Sixty-five (65) copies of the final brochures must be delivered two (2) business days
before the Mailing date (40 for Management Services, 5 for FPD, 20 for campus).
• The Director must approve Backup and Summary and forwards approved documents to
Management Services.
2. Backup and Summary are due to Management Services (6 days prior to mailing)
• Once these documents are sent to Management Services, any changes and/or updates
will be coordinated by Management Services.
• The Action and Maps (if needed) are created.
• The Associate Vice President must approve all documents and forwards approved
documents to the Vice President for F & A.
UM Board of Curators PF&MS Committee
Document Preparation Manual Page 4 of 12 January 2009
3. All documents are due to the Vice President for F & A (4 days prior to mailing)
• The Vice President for Finance & Administration must approve all documents before
being submitted for the Mailing.
4. Board Paper is due to the Vice President for F & A (2 days prior to mailing)
5. Board Mailing (2 weeks prior to meeting)
6. Board Meeting
The Schedule of Critical Dates for the Board of Curators PF&MS Committee was created to ensure
agreement between the Campus/UMHC and System on the Backup, Summary, Action, and any other
documents sent to the Curators in the Mailing.
Attached in the Appendix is the Calendar of Critical Dates.
2.3 Agenda – Physical Facilities & Management Services Committee
During the entire process, a working agenda is created and updated by Management Services. After
each update, the PF&MS agenda is forwarded to F & A with a copy to the Associate Vice President/Chief
Procurement Officer (CPO), Director for Facilities Design & Development, and Director for UM Business
Services.
After the Board Meeting when all items have been voted upon, the agenda is finalized and sent to a list of
individuals who need to know which items have passed or not.
This list includes, but is not limited to, the following individual positions:
• Associate Vice President, Management Services/CPO and assistant – Bill Cooper (Nancy
Benedict)
• Management Services Directors and their assistants
• UM Business Services – Mary Sapp (Tanya Haeussler)
• Facilities Planning & Development – David Sheahen (Toni Monsen)
• Vice Chancellors of each campus and their assistants
• UMC – Jacquelyn Jones (Mindy Smith)
• UMKC – Rick Anderson (Valerie Bennett)
• MISSOURI S&T – Steve Malott (Joyce Abbott)
• UMSL – James Krueger (Mary Thaxton, Betty Covington)
• Others
• UMHC – Chief Financial Officer – Kevin Necas (Connie Dorflinger)
• UMKC – Associate Vice Chancellor, Business Services –Dennis Cesari
• MISSOURI S&T – Director, Business Services – Randy Stoll
• UMSL – Director, Business Services – Gloria Leonard
• UM – Research Parks – Rick Finholt
UM Board of Curators PF&MS Committee
Document Preparation Manual Page 5 of 12 January 2009
Check 3: Board Backup
The Board Backup is a briefing paper that does not go to the Board. It explains the item in
detail to both the Campus Administrators and the System offices.
The Board Summary and Action are written from the information within the Board Backup.
For consistency, all Board Backups are to be formatted in the same manner when
presented to the System offices.
Documents should be submitted electronically. Once the Board Backup has been
submitted to Management Services, all changes and/or updates will be coordinated by
Management Services to assure one “final” copy which is used for the Action and
Summary.
3.1 Board Backup Format
The Board Backup must be in the following format. The Director may return it to the Campus/Hospital for
revision if these are not followed.
Margins: 1” top, bottom, both sides
Header & Footer: 1” both header and footer
Font: Times New Roman, 12 point
Date: First page only; Left justify
First Page Title: Center justify; 1 return from date; Project Title (for property items: Address,
city, state); 1 return; Agenda Category; 1 return; Campus
Categories: Left justify, underlined, no bolding; 2 return from campus (Action, Prior
Board Involvement, etc.)
Category Text: Left justify, no indent; 2 returns from category if the text goes more than one
line. If the text is less than one line, same line as Category
Headers (pg 2+): Left justify starting on page 2; Project Title (for property items: Address); 1
return; page number; 1 return
Project Budgets: Right justify dollars amounts; dollar sign only by first number
Project Manager: Last page only, Right justify; 2 returns from last line on last page
Samples of Board Backups are included in the Appendix
UM Board of Curators PF&MS Committee
Document Preparation Manual Page 6 of 12 January 2009
3.2 Board Backup Contents
Although each item is very different, the following outline should be followed.
Title: Use a title that describes the project. This is the title which will be carried
through the Summary, Action, and onto the Board Agenda. For Real Estate,
include the city and state.
Action Category: Information, Architect/Engineer Selection, Design-Build Project Design,
Change of Appearance, Schematic Design, Property Purchase, Property
Sale, Property Lease, Other
Campus: UMC, UMKC, MISSOURI S&T, UMSL, UMHC, or UM
Categories
• Action: Specifies what the campus is requesting the Board to do. See
samples for wording.
• Prior Board Involvement: List the month and year of related Board actions. If there are none,
indicate “None”.
For Real Estate
Description: Describe property details
Appraisals: List company names and amounts
Background/History: Give background/history of project. Include justification.
Transaction Issues: If any, list.
Status of Contract: List status
Funding Sources: Indicate which account to which the money is coming or going.
Give MoCode, account name, and dollar amount.
Project Manager: First and last name of the Project Manager.
For Construction
Selection Committee: List the Selection Committee and their titles [not necessary if A/E
selection was approved by the Board]
Firms Interviewed: List all A/E firms interviewed by name of the company, city, and
state [not necessary if A/E selection was approved by the Board].
For each of the 3 finalist firms:
• Experience of Recommended A/E [not necessary if A/E selection was approved
by the Board]: Name firm and explain why the firm is recommended (or not),
giving reasons and examples of previous work.
• A/E Team: List names of firms and role (such as structural engineer); show
MBE firms and % participation [include on all backups].
• MBE/WBE [include on all backups]: Name the members, their role, and
approximate participation including total goal for project.
Fee Calculation [include on all backups]:
Describe how the fee was set by the Campus Project Project Manager according to UM Fee
calculation guidelines.
Unsuccessful A/Es Interviewed [not necessary if A/E selection was approved by the Board]:
Name each firm and explain why the firm was not recommended (give factors related to
knowledge, ability, and experience on similar projects.)
UM Board of Curators PF&MS Committee
Document Preparation Manual Page 7 of 12 January 2009
Background / History: Give background/history of project.
• Buildings: For buildings, include the name, location, age, size (GSF), prior
renovations or additions, departments in the facility or benefiting
from project, project history, etc.
• Need & justification: Describe needs of departments involved. Cite any previous
program plan reports, feasibility studies or other related studies.
Include enrollment information (current and projected); and an
evaluation of current space (shortages, obsolete conditions).
• Financial factors: Describe economic rational of the project. Identify funding source
[student fees, cash receipts, capital appropriation, etc.]. Cite user
groups and markets, cash flow projections, financial and marketing
studies, payback, profit/loss projections, and return on investment.
• Campus Master Plan: Relate to campus development plan in terms of future use of
vacated space, relation to other campus buildings, etc.
• Proposed Improvements: Described proposed improvements including: type of
project (new construction, renovation, remodeling, repair); total
project GSF; work to be done [if known, cover site, utilities,
architectural, finish, structural systems, M/E/P systems, code,
access].
• Program Information: If Available: Provide a table (in NASF) to describe the
program to be either constructed or renovated. List by department,
type of space or function, etc.
Project Schedule: List milestones, month, and year. Show only future dates.
Project History: If the project budget has changed from the last Board Action,
include an explanation of the change with a line item breakdown of
the cost and related scope of work.
Project Cost Summary: Provide full project cost breakdown, using line items as appropriate
[do not include items with no cost.]
Funding Sources: Indicate which account to which the money is coming or going.
Give type (Campus Funds, Bonds [anticipated date of sale and
amount], Private/Gifts [source, purpose, balance], Grants [source,
purpose, balance], State [list year of appropriation]), MoCode,
account name, and dollar amount. The project accounts must be
checked for sufficient funding. Indicate total monetary commitment
at this time.
Presenter: Name, title, telephone and fax numbers of the presenter if
applicable.
Project Manager First and last name of the Project Manager and title.
UM Board of Curators PF&MS Committee
Document Preparation Manual Page 8 of 12 January 2009
Check 4: Board Summary
The Board Summary gives a layman’s view of the item. This is sent to the Board in the
Board Mailing to inform the Curators of the items. All items on the Open Agenda are
also posted on a Share Point website.
The draft Board Summary is written by the Campus/UMHC (or by the Management
Services department if specifically requested by the Campus/UMHC). The Associate
Vice President for Management Services and the Vice President of Finance &
Administration will do a final editing review before submitting to the Board thru the
Board Mailing.
4.1 Board Summary Format
The Board Summary must be in the following format. The Director may return it to the Campus/UMHC for
revision if these are not followed.
Margins: 1” top, bottom, both sides
Header & Footer: 1” both header and footer
Font: Times New Roman, 12 point
First Page Title: Center justify; Project Title (for property items: Address, city, state); 1
return; Agenda Category; 1 return; Campus
Summary Text: Full justify; 2 return from campus; 2 returns for each paragraph.
First line of Text: The first paragraph of each Board Summary is to specify exactly what
the Board is being asked to do (i.e., “The University of Missouri-[Campus
OR Health Care OR System] requests approval of the …” continue to
specify what is being approved).
A sample Board Summary is included in the Appendix.
UM Board of Curators PF&MS Committee
Document Preparation Manual Page 9 of 12 January 2009
Check 5: Presentation Material
Presentation materials may include PowerPoint Presentations of a maximum of five (5)
slides, booklets (i.e., Schematic Design booklets), and handouts.
Director must approve of these documents before they are submitted to the Board.
The Presentation Materials are written by the Campus/UMHC (or by the Management
Services department if specifically requested by the Campus/UMHC). The Associate
Vice President for Management Services and the Vice President of Finance &
Administration will do a final editing review before submitting to the Board thru the
Board Mailing.
5.1: PowerPoint Presentations
A PowerPoint Presentation is optional and is not needed if Board materials are complete. Please contact
the Management Services office to get the Board template.
The presentation is printed for the mailing.
For items on the Open Agenda, they are also posted on the Share Point site.
The electronic version is submitted by Finance & Administration or Management Services to University
Communications for presentation at the meeting. A copy is sent with the Vice President for Finance &
Administration or the Associate Vice President for Management Services as a backup at the meeting.
5.2: Schematic Design Booklets
The Schematic Design booklet should use colors effectively to show programmatic information on plan
views.
A PowerPoint Presentation with a maximum of five (5) slides will be used for Board Presentation.
When necessary, rehearsals are scheduled for the Consultant’s presentation to the Board.
Two (2) weeks before the mailing, Facilities Planning & Development (FPD) should receive two (2) draft
copies.
Two (2) business days before the mailing, a minimum of sixty-five (65) copies of the final brochures must
be delivered to FPD. Of these, five (5) are maintained at FPD, forty (40) are sent to Management
Services to forward to the Board Office, and twenty (20) are sent to the Campus/UMHC.
.
UM Board of Curators PF&MS Committee
Document Preparation Manual Page 10 of 12 January 2009
Check 6: Board Paper
The Board Paper (aka: Board Recommendation; Chancellor’s Approval) is the
notification from the Chancellor or the UMHC Chief Executive Officer (CEO) to the
System office that the project has been approved to be sent in the mailing and
presented to the Board at the next meeting.
It is sent via e-mail to the Vice President for Finance and Administration with a copy to
Management Services as specified below.
6.1: Board Paper Format
The Board Paper does not have a specific format, although consistency does help.
Margins: 1” top, bottom, both sides
Header & Footer: 1” both header and footer
Font: Times New Roman, 12 point
First Page Title: Center justify; Bold
Date: Left justify; 4 returns from title
Contents: Left justify; single spaced sections; double spaced between sections
• To
• Subject
• Recommendation
• List
• Date approved
• Signature
Sent to: Vice President for Finance & Administration
Copied to: Secretary to the Vice President for Finance & Administration
Associate Vice President, Management Services
Executive Assistant, Management Services
A sample Board Paper is included in the Appendix.
UM Board of Curators PF&MS Committee
Document Preparation Manual Page 11 of 12 January 2009
Appendix
The following are documents to assist you in preparing for materials to be submitted for
Board approval
• Calendars of Critical Dates
• Board Backup Sample – Real Estate
• Board Backup Sample – Design-Build Project Design
• Board Summary Sample
• Board Paper Sample
UM Board of Curators PF&MS Committee
Document Preparation Manual Page 12 of 12 January 2009
Physical Facilities & Management Services Committee
Calendar of Critical Dates 2009
Backup & Summary Backup & Summary All Documents Board Paper
from Campus to to to to
Mailing Day Board Meeting
UM (MS/BS/FPD/PS) Management Finance & Finance &
Services Administration Administration
January 9 January 13 January 16 January 20 January 22 February 5-6
March 9 March 11 March 13 March 17 March 19 April 2-3
May 11 May 13 May 15 May 19 May 21 June 4-5
June 26 June 30 July 2 July 7 July 9 July 24
September 28 September 30 October 2 October 6 October 8 October 23
November 13 November 17 November 20 November 23 November 25 December 10-11
January February March
Sun Mon Tue Wed Thu Fri Sat Sun Mon Tu Wed Thu Fri Sat Sun Mon Tue Wed Thu Fri Sat
1 2 3 1 2 3 4 7 1 2 3 4 5 6 7
MU
4 5 6 7 8 To 10 8 9 10 11 12 13 14 8 To 10 To 12 To 14
UM UM MS F&A
11 12 To 14 15 To 17 15 16 17 18 19 20 21 15 16 18 20 21
BP Mail
MS F&A
18 19 21 23 24 22 23 24 25 26 27 28 22 23 24 25 26 27 28
BP Mail
25 26 27 28 29 30 31 29 30 31
April May June
Su Mon Tue Wed Thu Fri Sat Sun Mon Tue Wed Thu Fri Sat Sun Mon Tue Wed Thu Fri Sat
1 Missouri 4 1 2 1 2 3 6
UMKC
S&T
5 6 7 8 9 10 11 3 4 5 6 7 8 9 7 8 9 10 11 12 13
12 13 14 15 16 17 18 10 To 12 To 14 To 16 14 15 16 17 18 19 20
UM MS F&A
19 20 21 22 23 24 25 17 18 20 22 23 21 22 23 24 25 To 27
BP Mail
UM
26 27 28 29 30 24 25 26 27 28 29 30 28 29 To
MS
31
July August September
Sun Mon Tue Wed Thu Fri Sat Sun Mon Tue Wed Thu Fri Sat Sun Mon Tue Wed Thu Fri Sat
1 To 3 4 1 1 2 3 4 5
F&A
5 6 8 10 11 2 3 4 5 6 7 8 6 7 8 9 10 11 12
BP Mail
12 13 14 15 16 17 18 9 10 11 12 13 14 15 13 14 15 16 17 18 19
19 20 21 22 23 Tele- 25 16 17 18 19 20 21 22 20 21 22 23 24 25 26
conf
26 27 28 29 30 31 23 24 25 26 27 28 29 27 To 29 To
UM MS
30 31
October November December
Sun Mon Tue Wed Thu Fri Sat Sun Mon Tue Wed Thu Fri Sat Sun Mon Tue Wed Thu Fri Sat
1 To 3 1 2 3 4 5 6 7 1 2 3 4 5
F&A
4 5 7 9 10 8 9 10 11 12 To 14 6 7 8 9 12
BP Mail UMSL
UM
11 12 13 14 15 16 17 15 16 To 18 19 To 21 13 14 15 16 17 18 19
MS F&A
18 19 20 21 22 Tele- 24 22 24 26 27 28 20 21 22 23 24 25 26
BP Mail
conf
25 26 27 28 29 30 31 29 30 27 28 29 30 31
Revised 1/2009
January 2, 2009
Ladies and Gentlemen:
This is the 2009 Schedule of Critical Dates for the Board of Curators Physical Facilities & Management Services
Committee.
This schedule was created to give more review time to the System office and also to ensure agreement between the
Campus/Hospital and System on all documents sent to the Curators in the Mailing.
The Campus/Hospital – as the initiators of Board items and most knowledgeable about the items – have been given the
ability/responsibility to create the Summary as well as the Backup in the specified format.
Here is an explanation of those dates:
Event Abbreviation Explanation
Backup and Summary Documents are due from the Campus/Hospital
Backup & Summary
to System (Management Services [MS], Business Services [BS],
from Campus to UM To UM
Facilities Planning & Development [FPD], Procurement Services [PS],
(MS/BS/FPD/PS)
etc.)
Backup and Summary are due from the UM groups to Management
Backup & Summary to
To MS Services. Changes are limited to factual errors or omission of
Management Services
important information. FPD incorporates these requested changes.
All Documents to
All documents, including the Action, Map, and Presentation materials
Finance & To F&A
are due from Management Services [MS] to Nikki Krawitz.
Administration
Board Paper Due to Board Paper (aka: Chancellor/CEO Approval) is due from
Finance & BP Campus/Hospital to Nikki (cc to Memoree Bradley, Bill Cooper, and
Administration Nancy Benedict).
Documents are due from MS to the Board of Curators office by 2:00
Packets Mailed Mail
p.m.
Campus/Locatio
Board Meeting The campus or location of the Board meeting.
n
date none UM Holiday
Please let me know if you have questions about these dates.
Thank you,
Nancy Benedict
Revised 1/2009
BACKUP Sample – Real Estate
3/16/07
4633 World Parkway Circle, Berkeley, Missouri
Property Purchase
UMSL
Action:
Authorization to purchase property at 4633 World Parkway Circle, Berkeley, Missouri for
$2,900,000 from DeMatteo Management Corp.
Description:
The property is located adjacent to the intersection of I- 70 and I-170. From the St. Louis
campus, this at the next exit west on I-70, 2.1 miles from the campus. It is in the City of
Berkeley, which provides its own fire and police protection. The neighborhood is an older
commercial and light industrial area that is located immediately north of Lambert St. Louis
International Airport.
The site is three parcels totaling 5.29 acres. The improved portion of the property is on the north
side of World Parkway Circle and consists of two tracts containing a total of 2.75 acres. The
other on the south side of World Parkway Circle contains 2.54 acres, and has parking for 256
vehicles.
The building is a 56,302 s.f., one-story, concrete panel office/laboratory facility that was
constructed in 1990 and converted to its current use in 1997. It contains 26,750 s.f. office area
and 29,552 s.f. of laboratory space. The latter includes cold rooms (freezer/cooler space) and a
dark room.
The property was previously leased, was vacated several years ago, and has been on the market
since then.
Proposed Use:
The UMSL IT Incubator and High Performance Computer Center (HPC) Project is designed to
foster economic development, technology transfer and expanded research and educational
opportunities. It will be a cross-discipline research center serving all academic and industry
researchers requiring high-performance computing; a springboard for major external funding
supporting research, technology transfer and economic development; and an economic engine
encouraging start-up companies in a high growth industry.
Initial plans are for UMSL IT staff to occupy 25% of the facility. This staff will include faculty,
staff, and graduate students in disciplines such as biology, chemistry, physics, computer science,
business, and economics.
The remainder of the building will be leased to tenants who have a need for high performance
computing – in such fields as aerospace engineering, astronomy/space sciences, chemical,
4633 World Parkway Circle, Berkeley, Missouri
Page 2
finance, government, information technology, life sciences/healthcare, manufacturing, materials
engineering, media and entertainment, and other research institutions.
Appraisals:
Appraiser Date Value
Dinan Real Estate Advisors 12/06 $2,900,000
Lauer Appraisal Company 10/06 $2,800,000
Average Appraisal $2,850,000
Method of Arriving at Price:
The asking price was $2,950,000. After negotiations the owner agreed to sell for $2,900,000
with a donation by the owner of $200,000 to the University. Therefore, the net purchase price is
$2,700,000.
Contract terms:
Cash at the time of closing. Seller will pay taxes for the full year (approximately $100,000).
Funding:
Small Business Administration $989,000
Ameren CDC $530,000
Internal Loan* $2,717,000
*Includes funding for additional project costs
Source of funds for repayment of Internal Loan – S1483, Rental Property (this will be modified
at later date)
Conflict of Interest: The owners have no affiliation with the University.
Justification:
The University of Missouri-St. Louis Information Technology (IT) Incubator is a project
designed to accomplish the following in economic development, technology transfer and
expanded research and educational opportunities. The incubator is designed to be a cross-
discipline research center of excellence serving all academic and industry researchers requiring
high-performance computing; a springboard for major external funding supporting research,
4633 World Parkway Circle, Berkeley, Missouri
Page 3
technology transfer and economic development; and an economic development engine
encouraging the development of new start-up companies in a high-growth industry, which in turn
provide high paying job opportunities for UM-St. Louis graduates and others in the field.
The IT Incubator is to be located in the newly purchased building, and will encourage the
technology transfer process of turning university research discoveries into start-up companies.
The IT Incubator Center will also facilitate economic development by providing space and
services for IT start-up companies spun out of industry and encourage collaborative, cross-
discipline research in and related to information technology.
• The incubator will enhance the university’s abilities to garner large federal grants in support
of research, technology transfer and economic development.
• This project will leverage campus strengths in intellectual and infrastructure resources to
establish a state-of-the-art information technology incubator for start-up companies.
This project ultimately envisions that 12 or more start-up companies in the high growth field of
information technology will be housed in the building. These firms will provide the necessary
resources and access to UM-St. Louis faculty and graduate students in all disciplines (e.g.,
biology, chemistry, physics, computer sciences, business, economics, and beyond) to advance
their work.
UM-St. Louis, in return, will provide high-performance computing resources to tenant
companies, academic researchers and industry through a High-Performance Computing (HPC)
Center staffed by Ph.D. computer scientists and mathematicians, graduate students and UM-St.
Louis ITS leadership.
• Staff will be available to tenants for consulting on technology-related research problems and
helping solve fundamental R&D issues. This is a critical service to the IT Incubator concept,
which is designed to go beyond the usual incubator business plan (shared conference and
break room space, secretarial staff, etc.).
• The HPC Center, developed as a research center of excellence, will serve as a springboard
for major grants across many disciplines.
• The HPC Center will support collaborative work with technology-based companies in the St.
Louis area.
Status of Contract: Undergoing review
Project Manager: Nassar Arshadi
BACKUP Sample – Design-Build Project Design
March 15, 2007
RADIL Facility at Discovery Ridge Research Park
Design-Build Project Design
UMC
Action:
Approval of Project Design for the RADIL Facility at Discovery Ridge, University of Missouri-
Columbia.
Prior Board Involvement:
12/06: Informational Item on proposed RADIL Facility at Discovery Ridge
Design-Build Bridging A/E:
Architect: The Lawrence Group, Inc., St. Louis, MO
M/E/P/FP Engineer: Hennemen Engineering, Inc., St. Louis, MO
Civil: THH Inc., Columbia, MO
Lab Planner: HERA, Inc. [WBE], St. Louis, MO
Selection Committee:
Beth Asbury, University Engineer, Facilities Planning & Development
Dr. Beth Bauer, Clinical Assistant Professor of Vet Path and Project Manager of Rat and Mouse
Repositories
Dr. Cynthia Besch-Williford, Associate Professor of Vet Path, oversight of histology lab
Dr. Elizabeth Bryda, Associate Professor of Vet Path, oversight of genotyping lab
Dr. John Critzer, Professor of Vet Path, oversight of cryobiology/reproductive biology lab
Dr. Craig Franklin, Associate Professor, oversight of animal services lab
Dr. Robert Livingston, Clinical Associate Professor, oversight of molecular biology lab
Dr. Earl Steffen, Research Assistant Professor, oversight of serology and microbiology labs
Dr. Lela Riley, Professor, Director of RADIL
Jude Wawrzyniak AIA, Project Manager, Planning Design & Construction
Firms Interviewed:
Ottilino Winters Huebner, Inc., St. Louis, MO
Ross & Baruzzini, Inc., St. Louis, MO
Simon Oswald Associates (WBE), Columbia, MO
The Lawrence Group, St. Louis, MO
First Ranked Consultant: The Lawrence Group (TLG)
During the interview process, the TLG team demonstrated a strong cohesiveness and clearly
defined roles of each member during the design and development of a design-build RFP, and
construction of this project. TLG team has worked together on a number of past projects and this
teamwork was apparent during the interview. TLG displayed extensive knowledge of
biomedical research laboratory facilities and systems, vivarium environments, and design-build
RADIL at Discovery Ridge Research Park
Page 2
delivered construction projects. The committee was impressed by the team’s grasp of the
challenges presented by developing such a project at the newly created Discovery Ridge research
park with a relatively tight budget, and their sensible approach to balancing cost and quality with
maximizing building area.
TLG team includes the specialty lab and vivarium planning firm of Health Education + Research
Associates (HERA) for programming and initial planning expertise. HERA is a national lab
planning firm based in St. Louis, MO. TLG team also includes Henneman Engineers, also
officed in St. Louis, MO, for mechanical, electrical and plumbing systems definition and design.
Henneman has a great depth of experience in various research laboratory and animal facilities
MEP design throughout the Midwest.
TLG’s past performance on MU projects has been very good and they have proposed utilizing
the same project manager as in the past despite completing their last project on campus in 2002.
Their projects have been well managed and responsive to both user and stakeholder needs, and
their cost estimating and budget control have proved to be consistent and accurate.
TLG Team Experience:
Construction Completion
Project Cost Date
Vet Med Lab Renovation - East Wing $1,400,000 2002
University of Missouri- Columbia
Histology Lab Renovation – Vet Med Bldg $255,000 2002
University of Missouri- Columbia
Southwest Tower Medical Lab $4,000,000 2004
Washington University - SOM
Molecular Oncology Lab $6,000,000 2003
Washington University – SOM
Department of Pathology $1,200,000 2001
Washington University – SOM
Quad Services Building BSL-3/BSL-3Ag Program & Planning Current
State of New Mexico
MBE/WBE:
This project had a split goal of 10% participation for MBE plus 5% participation for WBE.
Health Research + Education Associates will be the lab and vivarium planners on the design
team and provide an approximate 15% WBE participation level.
Design/Build Team:
Contractor: River City Construction, Ashland, MO (contract holder)
Architect: The Clark Enersen Partners, Kansas City, MO
M/E/P/FP Engineer: The Clark Enersen Partners, Kansas City, MO
Structural Engineer: The Clark Enersen Partners, Kansas City, MO
RADIL at Discovery Ridge Research Park
Page 3
Civil Engineer: SK Design, Inc. [MBE, Asian-Indian American], Kansas City, MO
Background:
The Research Animal Diagnostic Laboratory (RADIL) is one of the two largest research animal
diagnostic laboratories in the US and the largest in an academic institution. The RADIL provides
state of the art diagnostics for research animals, conducts research in laboratory animal infectious
diseases, and trains laboratory animal veterinarians and research scientists. Research interests of
RADIL faculty focus on microbial pathogenesis, characterization of emerging pathogens,
development of novel diagnostic techniques, and development of animal models for infectious
diseases. RADIL’s unique services (offered on a fee-basis) have provided a regular income, and
offer many opportunities to spin-off and commercialize new technologies.
RADIL is currently located in approximately 18,000 net square feet (nsf) in the Veterinary
Medicine Building on East Campus. RADIL has outgrown their current space and needs to
expand to continue to meet their mission.
Proposed Improvements:
The proposed new RADIL Facility is a 63,061 gross square foot single-story building to be
located on Lot 3 at University of Missouri’s Discovery Ridge Research Park. Lot 3 is a 6.00 acre
prime corner location at the future intersection of Lenoir Street and Gans Road in southeast
Columbia.
The proposed construction will consist of steel framed building structure with natural colored
pre-cast concrete exterior wall panels for the primary structure. Office areas, the primary
entrance, mechanical equipment screens and fascia areas, above continuous banks of windows,
will be accented by a white architectural metal panel system. Extensive use of glass and glazing
systems at these use areas help to integrate and mitigate the inherently large mass of the building.
Typical pre-cast wall panel heights exceed 22 feet above the floor slab to accommodate
structural spans and the HVAC system. A mezzanine level is located above the vivarium space
to allow access for servicing equipment without entering the vivarium.
The RADIL Facility incorporates redundant onsite chillers and boilers along with a back-up
generator system, primarily to meet the AAALAC requirements for the vivarium. The chillers
and emergency generator will be located in a service yard that integrates with the loading dock
area and primary building mechanical room. This area is shielded from public view by portions
of the building itself, use of a screen wall system, and earthen berms and landscaping elements.
Primary HVAC rooftop equipment is architecturally screened with the building’s metal panel
system.
There are provisions in the plan to accommodate a future office addition of approximately 1,700
gsf to the front of the building that would provide nine additional offices. These may be needed
RADIL at Discovery Ridge Research Park
Page 4
at the time the shelled lab spaces are fitted out in the future. With the addition, the FAR (floor
area ratio) will be just under 0.25 which is the maximum allowed by the Covenants.
Program Information:
Space Assignable Square
Feet
Research Laboratories 13,327
Laboratory Support 3,490
Faculty/Staff Offices 3,840
Post-Doc Areas 880
Conference Rooms 5,013
Shelled Space 8,637
Animal Rooms 3,627
Vivarium Support 3,356
Total Assignable Square Feet 42,170
Total Gross Square Feet 63,061
Assignable Square Feet/Gross Square Feet 67%
Project Schedule:
Select D-B team April, 2007
Construction Start April, 2007
Construction Complete August, 2008
Proposal Analysis:
Seven Proposals were received on February 1, 2007. Six were within the budget and all
qualified their proposal with value engineering exceptions and clarifications as allowed by the
RFP.
River City and Paric have stronger qualifications submittals, see the table below. River City and
Paric teamed with architects and engineers with extensive laboratory design experience and
experience working with the University. River City also has a good history with the University
as a general contractor.
River City Construction submitted a highly developed and detailed proposal that earned the
highest number of quality points during the evaluation process.
Since River City Construction and Paric Corporation earned the most quality points they both
were interviewed by the Evaluation Committee. Questions were issued to each team in advance
of the interviews and each team provided detailed responses and clarifications that became the
agenda for each interview. Although Paric, who had less quality points going into the interview,
did very well at the interview and increased their quality point total, it was not enough to
RADIL at Discovery Ridge Research Park
Page 5
overcome the advantage in quality points that River City maintained. See the table below for the
scoring summary.
Contractor Maximum Clayco Dunn KCI McCowan Paric River City
Points Gordon
A/E Forum Wellner GLPM PGAV Mackey TCEP
Studio Architects Architects Architects Mitchell
Exterior 60 55 20 30 40 55 55
Appearance
Site 50 35 30 30 30 35 45
Space 150 125 120 130 100 145 145
Program
Life Cycle 100 50 55 50 85 85 100
Attribute
Technical 50 30 20 25 35 40 45
Proposal
Proposers 90 55 60 45 65 85 90
Qualifications
Sub Total 500 350 305 310 355 445 480
Price $14,500,000 $14,500,000 $14,300,000 $12,462,000 $14,500,000 $14,295,000 $13,399,000
Price Points 500 462 * * 462 467 500
Total Points 1,000 812 305 310 817 912 980
*Quality Points were less than 350, therefore proposal was considered nonresponsive and not
calculated in the cost evaluation.
RADIL at Discovery Ridge Research Park
Page 6
M/WBE:
This project has a 10% MBE and a 5% WBE participation goal. River City has submitted a plan
to achieve 14.3% MBE and 7.7% WBE participation.
Conscape Concrete, LLC [Asian-Pacific American MBE] Concrete $255,904 1.9%
Millennium Engraving & Sales [Hispanic American MBE] Controls Engineering $90,000 0.7%
Kingston’s Distributing [Black American MBE] Pipe, valves, fitting supplies $250,000 1.8%
SK Design Group, Inc. [Asian-Indian American MBE] Design Services, $62,290 0.5%
S&S Insulation [Asian-Pacific American MBE] Equipment $100,000 0.7%
Centrex Electric Supply [Black American MBE] Electrical Supplies $130,000 0.9%
Construction Specialty & Service [Asian-Pacific American MBE] Lab Equipment $828,000 6.1%
Possible Supply, LLC [Black American MBE] Miscellaneous Specialties $235,000 1.7%
Total MBE 14.3%
American Fire Sprinkler [WBE] Fire Protection $114,000 0.8%
ThermalTech [WBE] Insulation, $150,000 l.1%
Brannic Sales [WBE] Electrical Supplies $65,000 0.5%
Jeff Schnieders Construction Company [WBE] Excavation $424,000 3.1%
Braun Drywall & Ceiling Supply [WBE] Drywall, $300,000 2.2%
Total WBE 7.7%
Total Participation 22.0%
Funding:
RADIL Reserve Fund $13,000,000
Debt Service 2,500,000
Total $15,500,000
RADIL at Discovery Ridge Research Park
Page 7
Project Budget:
Design/Build Contract ($216.20/gsf) $13,634,000
Construction Contingency 246,500
Other Construction Costs 866,000
Elective Change Order Budget 866,000
Consultant Fee 321,500
Basic Services (D/B Bridging) 321,500
[Lump Sum]
Other Consultant Costs 89,824
Code Review Consultant 10,000
Soils Investigation 7,500
Additional Services 61,824
Reimbursable Expenses 10,500
Project Management Costs 317,140
Project Administration 71,730
Construction Management 220,800
Advertising 0
Bid Document Reproduction & 20,500
Mailing
Archiving 4,110
Other Project Costs 25,000
Commissioning 25,000
Total Project Cost ($245.79/gsf) $15,499,964
Jude Wawrzyniak, MU Project Manager
Beth Asbury, UM A/E
NOTE: Project Budget categories may include:
Construction Contract (include cost/GSF)
Construction Contingency
Other Construction Costs
• Field testing; Signs; Telephone Equipment & Installation; Oner Furnished Equipment; Landscaping; Site
Development; Contractor Parking; UMC Utility Surcharges
Consultant Fees (Basic Services)
Other Consultant Costs
• Addition A/E Services; Site Survey & Soils Testing; Code Consultant Fees; Special Consultant Fees;
Reimbursable Expenses
Project Management Costs
• Advertising; Reproduction; Microfilming; Project Administration; Construction Management
Other Project Costs
• Furniture/Fixtures; Other Moveable Equipment; Equipment-Related Consultant Costs; Moving Costs; Land
Acquisition; Financing.
Total Project Cost (include cost/GSF)
SUMMARY Sample
RADIL Facility at Discovery Ridge Research Park
Design-Build Project Design
UMC
The University of Missouri-Columbia requests approval of the project design for the
Research Animal Diagnostic Laboratory (RADIL) Facility at Discovery Ridge Research
Park. This facility will be a new 63,061 gross square foot building on Lot 3 of the
research park.
RADIL is one of the two largest research animal diagnostic laboratories in the United
States and the largest in an academic institution. The RADIL provides state of the art
diagnostics for research animals, conducts research in laboratory animal infectious
diseases, and trains laboratory animal veterinarians and research scientists. Research
interests of RADIL faculty focus on microbial pathogenesis, characterization of emerging
pathogens, development of novel diagnostic techniques, and development of animal
models for infectious diseases. RADIL’s unique services (offered on a fee-basis) have
provided a regular income, and offer many opportunities to spin-off and commercialize
new technologies.
RADIL is currently located in approximately 18,000 net square feet, the equivalent of
approximately 29,500 gross square feet, in the Veterinary Medicine Building on East
Campus. RADIL has outgrown its current space and needs to expand to continue to meet
its mission.
The new RADIL facility will be a stand-alone one story building. Lot 3 is located on the
northeast side of Discovery Ridge and contains approximately 6 acres. The new RADIL
facility will house research laboratories, animal facilities for rodents only, and office and
conference space for faculty and staff.
The project is being delivered using the Design-Build Bridging method. The project
bridging documents define important criteria and features of the facility including
exterior appearance, key building arrangement parameters, and engineered systems.
Seven Design-Build Proposals were reviewed and one was rejected since it exceeded the
maximum stated budget. The firm providing the best proposal (highest quality evaluation
and the lowest cost proposal) is River City Construction, in Ashland Missouri, with The
Clark Enerson Partnership, Kansas City, Missouri serving as the project architect. All
work is scheduled to be complete by August 2008. This project has a 10% MBE and a
5% WBE participation goal. River City Construction has submitted a plan that currently
includes 14.3% MBE and 7.7% WBE participation.
The project budget is $15,500,000 funded from $13,000,000 in RADIL reserves and with
a $2,500,000 campus internal loan to be repaid from RADIL service fee income.
OPEN – PF&MS – 2 Apr-07
BOARD PAPER Sample
BOARD RECOMMENDATION
Physical Facilities & Management Services Committee
April 20, 2006
TO: Vice President Nikki Krawitz
SUBJECT: Final Authorization of Recommendation for the Naming of the Henry W. Bloch
School of Business & Public Administration South Area for Approval at the May
4-5, 2006, Board of Curators Meeting
I recommend that the items listed below be submitted to the Physical Facilities & Management
Services Committee for consideration, and to the Board of Curators for approval,
at the May 4-5, Board of Curators meeting.
Naming: Henry W. Bloch School of Business & Public Administration
south area be named the “Marion H. Bloch Terrace and Park”
Approved: April 20, 2006
Chancellor Bailey
NOTE: Text in red should be updated for each Board Paper
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