The University of Arizona

Major Capital Project Process

Major capital projects, those estimated to cost $2 million or more, must be prioritized and approved at several university levels and reach ultimate authorization through the Arizona Board of Regents (ABOR). Such projects typically begin with deans and department heads working with Planning, Design and Construction - Planning (PDC-Planning) to define a project scope, site, program, and budget. Once approved by ABOR, capital projects are designed and constructed under the guidance of staff within the department of Planning, Design and Construction.

The annual process and timeline for development of the Major Projects List, the Capital Improvement Plan, and the Capital Development Plan is described here, including the following diagram. A downloadable document including the process description and diagram is linked at the bottom.

Major Capital Project Proposal

Revised: February 1, 2005


Project Sponsors contact a CFP representative to review information requirements for guidance and/or assistance in completing the request form. Space Committee reviews proposals and forwards recommendations to SPBAC and President’s Cabinet.

1.         Project Description

A.             Furnish a brief project description, and identify the project type (new building construction, building renovation, infrastructure improvements, etc.).

B.            Provide the approximate size of the proposed project, e.g., net assignable square feet (NASF) by major room type or functional area.

C.            Indicate previous actions taken to date on the project in regards to University and Arizona Board of Regents approvals.

2.         Project Justification

A.            Describe the use, primary occupants along with the major goals and objectives of the proposed facility or development area.

B.            Explain why the project is necessary and how it will enable the user to meet the presented goals and objectives.

C.            Identify the likely results if the project is not approved and completed.

3.        Planning Context

A.             Is the project part of a program plan? If so, when was the plan prepared, and who beyond the department head or Dean approved the plan.

B.             Identify principle planning objectives and how the project meets those objectives.

4.        Schedule

A.             Identify when the project will need to be completed (occupancy). It is important to recognize that a building project will typically take a few years to complete.

B.            Furnish a list of on going or completed planning studies related to the proposed project. Identify the purpose of the investigation, when each study was finished or will be completed, and the person or group who conducted the examination.

C.            Describe contingency plans to meet program requirements if the proposed facility is not available by the desired timeframe.

5.         Future use

A.             Identify all space that will be released for reassignment with the completion of the project.

B.            In the event that there isn’t any release space, provide a detailed explanation on why and how the current    space will be utilized.

6.         Proposed Financing 

A.             Explain assumptions used to develop potential total project costs if a budget has been created. Include sources and methodology.

B.            Furnish a potential funding plan (gifts, grants, etc.), to complete the project.

7.         Dean and Corresponding Vice President Approvals: 


 

Process Outline

1) The dean and his/her leadership team will present the capital projects concept to the Academic Capital Projects Evaluation Team chaired by the Provost, emphasizing academic programmatic needs and opportunities.Project sponsor submit the Major Capital Project Request proposals with the Dean and corresponding Vice-President approval to Campus & Facilities Planning for placement on the next Space Committee agenda.

2) The Business Affairs Division review is completed on each project proposal by representatives from the Budget Office, Campus & Facilities Planning, Facilities Design & Construction, Facilities Management, Financial Services, Parking & Transportation, Risk Management, and Space Management. Ccomments along with project proposals are incorporated into the Space Committee document. Obtains a general idea of the potential total project costs based upon other similar completed University projects in current dollars. Worksheet showing potential capital costs as well as supplemental costs is included with staff comments submitted to Space Committee.

3)All project requests are forwarded to Space Committee for both strategic and tactical review. Project Sponsors are encouraged to attend the meeting to answer questions during the initial review, however, Space Committee deliberations are closed.

4)      The Space Committee supports or rejects project proposal.

a)      If supported, the Space Committee will:
Identify potential funding strategy following existing CIP Major Categories (Auxiliary, State Appropriations, General Revenue Bonds, COPS (Debt Financed), Gifts, Grants, Other).
Establish project priority.
Place project on Major Capital Project List.
Notify project sponsor via letter that specifies development conditions such as compliance with the CCP and potential reassignment of release space.
b)      If rejected, sponsors can resubmit the project at a later date.
5)      A special Space Committee meeting will be held annually in May to review the Major Capital Project List along with the previous year’s Capital Improvement Plan to begin development of the next Capital Plan. The Proposed Capital Plan is reviewed by SPBAC and sent to President’s Cabinet for approval.
6)      Projects placed on the Proposed Major Capital Project List are reviewed by staff each year (April) and updated as needed. Campus & Facilities Planning contacts project sponsors to determine if the project is still a priority and should remain on the Master List. Sponsor are required to update project information will be updated every two years to keep information current.
7)      Once a project is placed in the Capital Plan, project sponsors submit a project status report in April of each year to Campus & Facilities Planning. These reports are provided to Space committee prior to drafting the next Capital Plan.

8)      Project milestones: Major Capital Project List – Capital Improvement Plan – Capital Development Plan.


 

Major Capital Project Request Form

Current Capital Improvement Plan