Capital Programs Management Group (CPM)

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Effective: 6/1/1986

Revised: 11/1/2016

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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, Treasurer, and Chief Financial Officer

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Applicability

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Capital remodeling, renovation, or construction projects

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Policy

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Requests for Facilities Development and Management (FDM) services for design, new construction, major renovations, or space assignments begin with the submission of the Request for Service form to Capital Planning Services (CPS). This request form must include a detailed description and justification for the requested service as well as the contact information for the customer and the authorized administrator. All requests for FDM services must be approved by the authorized administrator for the customer.

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ProceduresD

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Responsible Party
Action

Customer

  1. Identify and define the project request.
  2. Complete the Request for Service form, including the following:
    1. a description and justification for the requested service

      and

    2. contact information for the customer and authorized administrator.
  1. Submit the completed request form to Capital Planning Services (CPS) for review and processing.

Authorized Administrator for the Customer

  1. Approve or disapprove the service request. This is completed as a reply to the email, which is generated to the authorized administrator upon submission of the Request for Service form.

Capital Planning Services (CPS)

  1. Upon receipt of approval from the authorized administrator for the customer process the Request for Service and assign
    1. a project number

      and

    2. a project manager.
  1. Send an acknowledgement to the customer noting the assigned Capital Programs Management Group (CPMG) project number and project manager.

Project Manager

  1. Contact the customer within five working days of receiving the service assignment to review the details of the project.

Capital Programs Management Group (CPMG)

  1. Determine if the project requires outside consultants (See CPM 311–01, “Consultants for Remodeling, Renovation, and Construction-General”.)

CPMG

  1. If the project does not require outside consultants for preliminary program and cost estimates a project approval document is developed and sent to the customer for approval.

CPMG

If the total project cost will be less than $5 million and the project requires outside consultant(s) for preliminary program and cost estimates:
  1. Request proposals from appropriate consultants.
  2. Review proposals with the customer and recommend that the customer obtain funding for the planning phase only.
  3. Send a project approval document to the customer for approval. Note that new construction estimates must be consistent with the Arizona Board of Regents' Capital Cost Control Guidelines.

CPMG

If the total project cost will be $5 million or more:
  1. Follow the Arizona Board of Regents procedures. See Arizona Board of Regents and CPM 300, "Capital Development Process", for those policies applicable to major capital projects.

Customer

  1. Review the project approval document and determine if the project is acceptable.

Customer

  1. If the project approval document is not acceptable, notify CPMG to cancel or postpone the project or review the project for a change in its scope.

Customer

  1. If the project approval document is acceptable send it to the authorized administrator for the customer's unit for review.

Authorized Administrator for the Customer

  1. Review the project approval document and approve or disapprove it.
  • If disapproved, advise the customer to contact CPMG and cancel, postpone, or review the project for a change in its scope.
  • If approved, verify the funding source, sign the project approval document, and send the approved document to CPMG.

CPMG

  1. Process the project approval document.
  • If disapproved, update the project status.
  • If approved, proceed with the requested service.

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).

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