Project Request Process
All projects–regardless of size–must originate through a Project Request Form.
Deans and Directors are responsible for reviewing and prioritizing projects within their respective College or Unit. Any department or office seeking to change, alter or modify its facilities should first approach the appropriate Dean or Director charged with reviewing such requests.
Deans and Directors should then complete the Renovation/Construction Project Request Form (PDF) to describe the program need, project scope, and the proposed funding source.
Renovation/Construction Project Request Form (PDF)
Email the completed and signed form as follows:
TO: David.Blatchly@uvm.edu
CC: arch@uvm.edu , Joanna.Birbeck@uvm.edu
Project Requests are reviewed by the ¶¶Òõ̽̽ Planning, Design & Construction team on a rolling basis. After approval, a project will be assigned to a Project Coordinator who will be responsible for working with the appropriate campus stakeholder(s) and/or departmental representative to manage the project through all of its phases.
More about phases of a major project.
Types of Projects
Capital Projects
Capital Projects involve the planning, design, and construction of campus assets such as new buildings, major infrastructure upgrades, and major facility renovations. These projects typically require approval by the Board of Trustees and follow a Strategic Capital Planning process. The process for project development includes professional external teams working with ¶¶Òõ̽̽ stakeholder groups to improve the built environment while following the long-term strategic vision for the ¶¶Òõ̽̽ campus. Additionally, all capital projects go through the Campus Plan Site Planning & Design Review process, which incorporates input from students, staff, and faculty to ensure alignment with institutional goals, land use planning principles, and regulatory requirements.
Capital projects vary in scope and size. The life cycle of a project involves multiple phases that are typical to all major construction and renovation projects. With smaller projects, the phases may become less formal, involve fewer individuals, and have a shorter duration.
More about the
Plant Renewal Projects
Plant Renewal projects (commonly called "Deferred Maintenance" projects) vary in scope and size. Deferred Maintenance is defined as the intentional postponement of building or equipment upkeep from an organization's normal operating budget cycle due to a lack of funds. An institution's Deferred Maintenance "backlog" is the total amount of expenditures that would be required to perform maintenance projects that are not included in capital renewal and which were deferred as a result of unavailable resources or opportunities for scheduling.
Deferred maintenance projects are often based on these priorities:
- Life Safety and Code Compliance (Arc Flash electrical safety, abatement, fire alarm upgrades, other life safety compliance.)
- Building Envelope (roof replacements, foundation waterproofing, windows, and any project to prevent water infiltration.)
- Electrical and Mechanical (infrastructure upgrades, boilers, piping, sprinklers, and switch gears.)
- Structural Deficiencies (bricks, porches, pavement, etc.)
- Vertical Transportation (elevator modernization.)
Utility Engineering and Energy Efficiency Projects
The Facilities Management Utility Engineering team oversees projects that relate to
- Campus utility system infrastructure
- Energy efficiency improvements
- HVAC and major mechanical systems
- Building and central plant controls
- Building envelope–improvements to insulate buildings, walls and windows to improve thermal envelope
Phases of a Major Project
Feasibility Study
The feasibility study is a detailed investigation and analysis conducted to develop design options for a proposed project. During this phase each option will be reviewed for existing site conditions (including utilities), space and programming requirements, environmental issues, associated risks, budgetary and scheduling constraints and logistical considerations.
Programming and Site Selection
The objective of programming is to expand upon and refine the option recommended at the end of the feasibility study. This phase will include a site and space assessment, an in-depth review of the client’s programmatic requirements, a project budget, a project schedule and an operational plan.
Selection of Design Professionals
A Request for Proposal is issued to design professionals and responses are reviewed by the University’s selection committee with a recommendation made to Senior Administration.
Selection of Delivery Method
A determination will be made whether a construction management or general contractor delivery method will be utilized.
Schematic Design
The schematic design phase produces drawings and other documents including a conceptual site plan, preliminary building plans, sections and elevations including simple diagrammatic documents delineating room sizes and relationships and single line diagrams of all systems. During this phase, projects also go through the Campus Plan Site Planning & Design Review process to review and ensure conformity with the Campus Plan and any applicable design standards, aligning with the overall vision of the campus.
Design Development and Regulatory Process
This phase shall illustrate and describe the development of the approved schematic design documents and shall consist of drawings and other documents including plans, sections, elevations, typical construction details, equipment layouts, and diagrammatic layouts of building systems to fix and describe the size and character of the Project as to architectural, structural, mechanical and electrical systems, and such other elements as may be appropriate. At the completion of this phase state and local permitting submissions are made.
Construction Documents
The approved design documents are developed into comprehensive construction drawings and specifications that are used to competitively bid the work among qualified contractors, and ultimately serve as the basis for the project’s construction.
Bidding
Depending on the delivery method selected, bids will be solicited to general contractors or through the construction manager to sub-contractors. Contractors/sub-contractors will be selected based on low bids and post bid reviews.
Construction
During this phase, the project is built to quality level included in the construction documents within the budget, schedule and scope defined and approved by the owner.
Pre-Occupancy/Commissioning
The commissioning agent, contractors and sub-contractors provide training for the University’s Physical Plant Staff who will be responsible for operating and maintaining the facility following user occupancy.
Moving
Typically, professional movers are hired to facilitate the move-in process. A user’s representative is designated to coordinate the move for faculty and staff with Planning, Design and Construction project coordinator.
Occupancy
At the time of initial occupancy, the project manager will give a facility overview and tour to the client’s designated representatives as well as transfer responsibility for maintaining the facility to the Physical Plant Department.
Warranty
Upon owner occupancy, the one-year warranty period begins. While Physical Plant is responsible for routine maintenance of the facility and systems, during the initial year, the contractor retains responsibility for any construction related deficiencies. An 11-month warranty walk-thru is scheduled to review any outstanding items.