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Effective: 6/1/1986

Revised: 11/7/2006

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[ASU logo] CPM 301–04: Request for Capital Programs Management Group Services

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Purpose
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To provide the university community with guidance on initiating facility projects involving remodeling, renovation, or construction

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Sources
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Arizona Board of Regents Policy Manual, Chapter 7
Office of the Executive Vice President and Chief Finance Officer

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Applicability
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Minor and major capital remodeling, renovation, or construction projects

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Policy
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All requests for Capital Programs Management Group (CPMG) estimates and design services for facility remodeling, renovation, or construction must be approved by the responsible vice president. The user must prepare the request on a Capital Project Request for Estimate form or submit the request in writing with the information contained on the form. Each project estimate request must be signed by the responsible dean or director.

Requests for CPMG services typically begin with a request for estimate. Requests are sent to the CPMG through the following processes:

  1. If the user plans to request university funding for the project, the user submits the request through the Annual Capital Project Request Process using the Capital Project Request for Estimate form. A one-time annual university-wide call for projects is issued by the executive vice president and provost of the university to the vice presidents in late September or early October. This process is referred to as the Annual Capital Project Request Process and is explained in CPM 301–02, “Annual Capital Project Request Process.”
  2. If the user plans to fund the project, the user completes the Request for Estimate form and submits the form for approval signatures. After the request has been approved by the vice president, it is sent to the CPMG, which makes the estimate and notifies the user. The procedure for making the request is described in this section.

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ProcedureD
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Responsibility
Action
User
  1. Identify and define the project request.
  2. Prepare the Request for Estimate form, noting the following:
    1. a description of the service being requested

      and

    2. the name and phone number of the department representative.
  1. Submit the request form to the dean or director for review and approval.
Dean or director
  1. Approve or disapprove the request.
If not approved:
  1. Indicate “not approved” on the request form and return it to the user’s department.
If approved:
  1. Sign the request form.
  2. Submit the request form to the appropriate vice president for review and approval.
Vice president
  1. Approve or disapprove the request.
If not approved:
  1. Return the request to the dean or director with an explanation for denial.
If approved:
  1. Sign the request form.
  2. Send a copy of the signed request form to the user’s department, retain a file copy, and send a copy to the Capital Programs Management Group (CPMG).
Capital Programs Management Group (CPMG)
  1. Log in the request form and assign:
    1. a project number

      and

    2. a project manager.
  1. Send an acknowledgment to the user, noting the assigned CPMG project number and project manager.
CPMG project manager
  1. Meet with or contact the user within five working days of the acknowledgment letter.
CPMG project manager
and
CPMG assistant director
  1. Meet to determine whether the project requires outside consultants. (See CPM 311–01, “Consultants for Remodeling, Renovation, and Construction—General.”)
If the project does not require outside consultants for preliminary program and cost estimates:
  1. Skip to step 21.
If it is apparent that the total project cost will be $2 million or more:
  1. Follow the regents’ procedure (see the Arizona Board of Regents Web site), as well as the appropriate CPM 300 section policies and procedures applicable to major capital projects.
If it is apparent that the total project cost will be less than $2 million and the project requires outside consultants for preliminary program and cost estimates:
CPMG
  1. Request proposals from appropriate consultants.
  2. Review proposals with the user and recommend that the user obtain funding for the planning phase only.
  3. Prepare, using outside consultants, preliminary design and budget estimates.
    Note: New construction estimates must be consistent with the Board of Regents’ Capital Cost Control Guidelines.
  4. Send a preliminary budget estimate memorandum and estimate documents to the user with a copy to the dean or director for the approval of user’s org manager and/or vice president.
User
  1. Review the preliminary budget estimate memorandum and estimate documents. Determine whether the project is acceptable.
If not acceptable:
  1. Notify the CPMG to cancel or postpone the project, or to review the project for a change in the project scope.
If acceptable:
  1. Send the estimate to the org manager.
Org manager
  1. Enter the agency/org number to be used for transfer of funds to the plant fund agency/org, identify the funding source, and sign the preliminary budget estimate memorandum.
  2. Submit the preliminary budget estimate memorandum to the responsible vice provost or vice president for approval.
Responsible vice provost or vice president
  1. Review the preliminary budget estimate memorandum and approve or disapprove it.
If disapproved:
  1. Notify the user to contact the CPMG and cancel or postpone the project.
If approved:
  1. Verify the funding source, sign the preliminary budget estimate memorandum, send the original to Financial Services, and send a copy to the user.
Financial Services
  1. Establish a project plant fund agency/org with the director of the CPMG (or designee) as the org manager.
  2. Complete the Financial Services section of the preliminary budget estimate memorandum, return the original to the CPMG, and send copies to the user, the user org manager, and the responsible vice president.
  3. Transfer funds from the agency/org identified on the preliminary budget estimate memorandum to the established plant fund agency/org.
CPMG
  1. Proceed with the project.
endtable

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Exceptions
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General Maintenance and Repair

This policy does not apply to general maintenance and repair services provided by Facilities Management (FM).

In-house Minor Capital Projects

The user may send a Request for Estimate directly to FM if the user determines or anticipates that:

  1. the project will cost less than $25,000, exclusive of materials
  2. the project does not require design
  3. the work can be accomplished through FM

    and

  4. the user will fund the project.

In this case, it is not necessary to have the responsible vice president sign the Capital Project Request for Estimate form.

Note: FM forwards the request form to the Capital Programs Management Group (CPMG) if it determines that:
  1. the nature of the project requires an estimate or design by the CPMG
  2. the project cannot be undertaken by FM
  3. the project will cost $25,000 or more, exclusive of materials

    or

  4. the project involves life/safety code questions that the CPMG must resolve.

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