Capital Projects - Initiation and Management
The Capital Projects Management function is carried out by a staff of four professionally trained and experienced project managers. Requests for their services come from a variety of internal sources ranging from work orders for building improvements, outright capital project requests from users, and the multi-year capital improvements plan by which the University operates and is funded.
The Capital Improvement Plan (Fixed Capital Outlay Budget), the primary document for capital planning funding requests, is updated and submitted every July to the Florida Board of Education for legislative consideration and action. The Facilities Planning Committee updates this capital plan during the Annual Capital Development Process for E & G Buildings. Requests are submitted through the utilization of an “E&G (Education & General) Capital Request Form.” This annual process begins in December and concludes in April with final recommendations developed into a Five-Year Plan and submitted to the University Planning Council for consideration. The proposed/requested facility must be in compliance with the Campus Master Plan and consistent with the strategic planning priorities of the University. Typically, projects in the next three years are set and can be modified in priority order with justification for those changes. New projects are typically inserted in the 4-year and later-year columns, if recommended by the Facilities Planning Committee and approved by the University Planning Council.
Project Request: All project requests must be initiated through submission of a “Construction Project and Space Utilization Form”. The form can be located at our internal website which can be accessed through Argus. Requestors need to fill out only the top portion of the form and then contact Architectural and Engineering Services for assistance in establishing the project scope, budget and schedule. Depending upon the scope, projects will either be designed In-House or contracted for Consultant Design.
Campus Master Plan Overview
The University maintains a Campus Master Plan that serves as a “roadmap” for future growth of the University’s facility development program. The Master Plan is updated every five years. The Master Plan updates are a collaborative effort of administration, faculty, staff, students and regional agencies during a series of interviews, workshops and public presentations.
Depending upon the extent of the update, this updating process usually takes one year to complete with the public hearings. The Master Plan requires UWF Board of Trustee approval and adoption prior to receiving the Florida Board of Education approval.
The University is currently updating the Campus Master Plan and the process from beginning to end can be accessed at the Campus Master Plan Task Force Web Site.
Project Management
Funding Sources: The following funding sources are utilized for campus projects:
Architectural and Engineering Services, in conjunction with Facilities Management staff, retains updated condition assessments of these recurring/replacement project types:
Architectural and Engineering Services will partner to provide services to the customer for their furniture projects dealing with space studies renovations, egress clearance requirements, ADA access clearances, power/data/phone outlet location coordination, etc.
Building Code Requirements: All projects on campus must be designed and constructed in compliance with all applicable codes and in accordance with the authorities having jurisdiction on the University of West Florida campus. Most projects require permits and inspection from the UWF Building Code Official (BCO). Associated permitting fees from the BCO and State Fire Marshal become part of the project budget. Architectural and Engineering Services coordinates this process for each project.
Construction Change Orders: Change Orders are the means by which a project’s scope, budget or schedule is changed. Often, a project’s scope is revised after the initial scope meeting. Such revisions may either increase or decrease the cost of the project depending on that scope change. The project manager uses change orders to track changes in the cost. It is not uncommon during a renovation project for costs to increase due to what is considered “unforeseen” or “hidden” conditions. Change orders are utilized for contracts and purchase orders.
Building Access: Off-hour building access for contractors or vendors must be obtained through the UWF Police Department and must have the project manager’s approval.
Term Consultants and Contractor Agreements: The University maintains Professional Service Agreements for the services of Civil Engineering and Surveying; Mechanical, Electrical and Plumbing Engineering; Architectural Services; and Environmental Services. The services of consultants are utilized for projects, depending upon whether the scope and the professional fees become part of the project budget. The University also maintains blanket agreements with two to four general contractors for ongoing renovation projects.
Project Development - Planning and Estimating
Project Scope
Project Budget and Funding Source
Project Approval
Project Design and Construction
Design production and reviews
Project budget and scheduling
Building Code Reviews
Construction Permitting
