Letter of Approval for Purchase

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					FDC Approval Matrix
Process                                                   Initiator     1st Approval    2nd Approval           3rd Approval        4th Approval         CC List                         Notes
Estimate Letter                                      PM/DoP                                                                                        Project Services   DoP has responsibility/accountability for
                                                                                                                                                                      the estimate letter.
Facilities Improvement Project Form                  PM               DoP              Sr. Dir.             AVP                   Sr. VP A and P
                                                                                       (over $200K)         (over $1M)            Sr. VP B and F
                                                                                       (Dir, Project Svcs                         (over $1M)
                                                                                       backup approver)
Repair & Renovation Request (FDC)                    PM               DoP              Sr. Dir.
                                                                                       (Asst. VP FOD
                                                                                       backup approver)

Use of a National/Design Architect                   PM/DoP           UA               Sr Dir               AVP                   Sr VP A and P                       Advance discussion and agreement shall
                                                                                                                                                                      be given prior to advertising / selection of
                                                                                                                                                                      a Design Architect team in addition to the
                                                                                                                                                                      local architectural team.
User of a Pre-qualified Professional Services Firm   PM               DoP              UA
and Short List Approval
Professional Services Advertisements - Primary       PM               DoP              CA                                                                             Includes both primary as well as all
(AE, CM, Commissioning, Study)                                                                                                                                        secondary consultants.
Professional Services Advertisements - Secondary     PM               DoP              CA
(other consultants)
Short List Approval                                  PM/DoP           UA                                                                           Sr Dir             UA will have final approval of short list
                                                                                                                                                   AVP
Professional Services Selection                      PM/DoP           UA                                                                           Sr Dir             UA will have final approval of short list
(AE, Commissioning, Study)                                                                                                                         AVP
Construction Manager Selection                       PM/DoP           UA/UE            Sr Dir               AVP                   Sr VP A and P    CA                 Advance discussion and agreement shall
                                                                                                                                                   PA                 be given prior to advertising / selection of
                                                                                                                                                   Project Services   a Construction Management team. UA
                                                                                                                                                                      will have final approval of short list and
                                                                                                                                                                      selection
Professional Services Contract Negotiation           PM               DoP/UA           CA                                                                             Negotiation and acceptance will be
                                                                                                                                                                      performed / overseen by the UA and
                                                                                                                                                                      Contracts Director
Professional Services Contract Approvals             PM               Dir, Contracts   CA                   Legal/Admin & Planning Attorney Gen    Sr Dir             Sr Dir & AVP will be notified when
                                                                                                                                                   AVP                contracts have been fully executed.




    FDC Approval Matrix
    DRAFT March 2011                                                                                                                                                                                  Page 1
Process                                         Initiator     1st Approval        2nd Approval          3rd Approval   4th Approval        CC List                   Notes

Purchase Request/eRequest                  PM               DoP/U                CA
R&R Purchase Request/eRequest              PM               DoP/U                Sr Dir if > $50K
                                                                                 (Dir, Project Svcs
                                                                                 backup approver-
                                                                                 eRequest only)
DRB Review                                 PM/DoP/Us        Dir, Planning                                                             Sr Dir         Director of Planning and the UA will
                                                            UA                                                                        AVP            review and formally accept comments
                                                                                                                                                     from DRB on behalf of the University.
Cover Sheet/Design Acceptance              PM/DoP           Dir, TSG             UA                                                                  UE accepts project as "Bid Ready" via
                                                                                                                                                     memo to UA. Backup for UA is Sr. Dir;
                                                                                                                                                     backup for Sr Dir is AVP
                                                                                                                                                     Memo is being established for signature
                                                                                                                                                     by Users, Stakeholders, UA in lieu of
                                                                                                                                                     cover sheet signature.
Bid Waiver Forms                           PM/DoP           AVP                                                                       DoP            Bid Waivers must be approved by the
                                                                                                                                      Sr Dir         AVP FOD before being submitted to OSU
                                                                                                                                      AVP            Purchasing

Construction Bid Advertisements            PM               CA
Bid Recommendations - through Purchasing   PM               DoP/U                Sr Dir                                               CA
                                                                                 (Asst VP FOD
                                                                                 backup approver)
Bid Extension Letters                      CA               Sr. Dir.
                                                            (Dir, Project Svcs
                                                            backup approver)
Bid Rejection Letters                      CA               Sr. Dir.
                                                            (Dir, Project Svcs
                                                            backup approver)
Responsibility Analysis                    PM/DoP
Recommendation of Award                    PM               DoP                  CA                   AVP                                            Asst. VP can sign in AVP FOD's absense




    FDC Approval Matrix
    DRAFT March 2011                                                                                                                                                             Page 2
Process                                                      Initiator          1st Approval        2nd Approval              3rd Approval      4th Approval       CC List                       Notes

Contract Cost Breakdown (Schedule of Values)         Contractor              PM                    CA
Subcontractor & Material Supplier Declaration        Contractor              PM                    CA
Pay Applications - Progress                          Contractor              PM                    PA
Pay Applications - Final, Escrow Release             Contractor              PM                    DoP                   PA
Potential Change Order Log                           Contractor/Consultant   Customer                                                                                           Approved by Customer at project meeting
                                                                                                                                                                                (typically monthly)
Change Orders                                        Contractor/Consultant PM                      DoP
Field Work Order                                     Contractor/Consultant PM if < $25K            DoP if > $25K         Sr Dir if > $50K
User Requested Change Order                          Contractor/Consultant PM                      DoP
< $50K
User Requested Change Order                          Contractor/Consultant AVP                 Sr VP A and P                                                                    Approval letter to Admin & Planning is
> $50K or aggregate >$250K                           PM/DoP/Sr Dir                                                                                                              from AVP FOD
Signage - Project                                    PM                    Signage Coordinator Dir Planning
5 Day Letter/72 Hour Letter                          PM/AE                 DoP                                                                                 Legal Affairs    Although not required for approval, the
                                                                                                                                                               Sr Dir           UA and Sr Dir should be notified in
                                                                                                                                                               AVP              advance of these notifications being
                                                                                                                                                               DoP              issued.
                                                                                                                                                               UA
                                                                                                                                                               CA
Article 8                                            PM                      DoP                   UA                                                          Sr Dir
                                                                                                   (Sr. Dir. is backup                                         AVP
                                                                                                   approver                                                    Legal
                                                                                                                                                               Customer
                                                                                                                                                               DoP

Outside Counsel Request                              DoP/U                   Sr Dir                                                                            PM
                                                                                                                                                               CM (FDC)
                                                                                                                                                               DoP
                                                                                                                                                               UA/UE
                                                                                                                                                               Dir, Contracts
Signage - Exterior                                   Signage Coordinator     Dir, Planning / ULA                                                                                Consult with ULA regarding location
Purchase Request/eRequest - University               FDC staff               Supervisor            Dir, Project Svcs
Travel and Training - Project                        PM                      DoP                   Sr Dir
Travel and Training - University                     FDC staff               Supervisor            Sr Dir
                                                                                                   Dir, Project Svcs
Office Supply Order (Stores)                         FDC staff               Supervisor            Dir, Project Svcs


PM: Project Manager                                                          Sr Dir: Senior Director of FDC
CA: Contracts Administrator                                                  Dir, Contracts: Director of Contracts, Business Management
PA: Project Accountant                                                       Dir, Planning: Director of Planning, PPARE
DoP: Director of Projects                                                    Dir, TSG: Director of the Technical Services Group
Dir, Project Svcs: Director of Project Services                              AVP: Associate Vice President of FOD
UA: University Architect                                                     Asst VP FOD: Assistant Vice President of FOD
ULA: University Landscape Architect                                          Sr VP A and P: Senior Vice President for Administration and Planning
UE: University Engineer                                                      Sr VP B and F: Senior Vice President for Business and Finance

Notes:
PM refers to anyone acting as a Project Manager; may be the Interior Designer or the CM on the project




     FDC Approval Matrix
     DRAFT March 2011                                                                                                                                                                                         Page 3

				
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