"Policy and Procedures Manual Requesting Project Approvals Greater than"
Policy and Procedures Manual Requesting Project Approvals Greater than Standing Board of Regent Standing Authorities Purpose • Define the process for requesting approvals for University of Texas at Austin to execute projects greater than $1,000,000 in new construction cost or $2,000,000 in renovation cost. Objective • Ensure the timely submission and approval of project documentation needed for the University of Texas at Austin to request authority to manage projects at campus level which are above the standard Board of Regents approval levels. • Define responsibilities and provide examples for preparation of required documentation. Overview of Process • The project team identifies that a single project or series of projects in a single building will exceed the standing Board of Regents authority for campus managed construction projects. Those authorities are currently $1,000,000 for new construction and $2,000,000 for renovation projects. • The project team recommends that the project be approved for campus managed planning and execution and secures the approval of the Director, PMCS to develop documents submissions to the next Board of Regents quarterly meeting, The project team, in coordination with the division’s Associate Director, prepares a UT System Project Planning Form for the project and a cover letter, signed by the University of Texas President, requesting that the project be slated for the next Board of Regents’ meeting agenda. See examples on the forms server. • The PMCS Associate Director manages the preparation and submission process and ensures review by the Office of Campus Planning, the UT Budget Office, PMCS Director and AVP for Campus Planning and Facilities Management. • Once approved by the Board of Regents, the project team prepares a project submission to the Texas Higher Education Coordinating Board. This is an online process with submissions taking place at https://www1.thecb.state.tx.us/apps/ICPS/Login.cfm. Associate Directors and their supporting Senior Administrative Associates have password access to this site. Once prepared, the THECB Project Planning Form is reviewed by Office of Campus Planning and the VPECS Budget Office. Simultaneously, the Project Manager prepares a draft Design Documents Approval letter for signature by the University of Texas President. The approved DD letter Revision Date: 2/24/2009 Page 1 of 3 must be provided to the UT System OFPC Director of Accounting and Administration before their electronic submission of the project to the THECB. • Final THECB written approval is necessary before a project can be awarded to a contractor for costs above standing Board of Regents approval levels. Project Team Responsibilities Project Manager • Prepare UT System Project Planning Form draft document. • Prepare Board of Regents agenda request letter for UT President signature. • Prepare THECB Project Application draft document. • Prepare Design Development approval request letter for submission to the UT President. PMCS Associate Director • Coordinate all documents with UT System OFPC, UT Budget Office, Campus Planning Director and PMCS Director before submissions take place. • Coordinate and execute the THECB online project application submissions. • Facilitate approval process by information support to OFPC and THECB. PMCS Director • Review, approve and forward all correspondence for the UT President, Board of Regents and THECB as needed. AVP CPFM • Review, approve and forward all correspondence for the UT President, Board of Regents and THECB as needed. Director, Campus Planning • Review and comment on UT System Project Planning Form and THECB Project Application Form. Actions by Phase Design Phase • Prepare and submit all documents described above during design phase. Revision Date: 2/24/2009 Page 2 of 3 Pre-Construction Phase • Associate Director and Project Manager ensure that THECB written project approval is secured prior to contact award covered by these documents. References Example UT System Project Planning Form Example Board of Regents Agenda Request Letter Example Board of Regents Approval Document Example THECB Project Application Form Example Design Development Approval Letter Example THECB Approval Letter Revision Date: 2/24/2009 Page 3 of 3