6.2.1 Facilities Planning

Policy

The Facilities Planning Department is responsible for providing leadership and guidance for planning, design and construction of all facilities and site improvements. It acts as a liaison between the University and the design consultants, construction contractors, and state and local agencies with construction concerns. The Facilities Planning Department is responsible for assuring that design and construction adhere to the University's standards and expectations. The Facilities Planning Department is also responsible for managing the capital and space planning process for the University.

University Projects (Under $25,000)

In general, either Facilities Planning or the Facilities Management Department provides all of the design services for those projects under $25,000, as necessary. Facilities Planning will normally coordinate these design efforts and implement the initial paperwork to start the project.

Presidential Project Concurrence ($50,000-$500,000)

The President of ISU has authority to approve projects over $50,000 but less than $500,000. The concurrence item for the project will be prepared by either Facilities Planning or the Facilities Management Department. Design services for such a project will generally be provided by a consultant, though a minority will be handled by Facilities Planning, depending upon the type of project and unit workload. Facilities Planning will also coordinate this effort.

Board Projects (Over $500,000)

Projects over $500,000 require approval by the Board of Trustees. Facilities Planning will prepare the Board item. Information for a Board project must be received by Facilities Planning at least one month before a Board meeting in order to be included at that meeting. These projects will almost exclusively be designed by a consultant. Facilities Planning will also coordinate this effort.

Capital Development Board Projects

Projects funded by the State's capital programs are administered by the Capital Development Board. These projects are requested through the University's Capital Appropriation Budget and are generally the University's major building programs and major infrastructure repairs. Facilities Planning will coordinate the University's responsibilities in this effort.

Construction Management

In-house construction management services are provided for all projects greater than $10,000. No construction management fee is charged to projects.

For information on bidding, refer to the Purchasing Section: 7.3.1 Procurement, Statutory & Other Compliance

Selection of Consultants

Illinois Public Act 87-673 "Architectural, Engineering and Land Surveying Qualifications Based Selection (QBS)" went into effect on January 1, 1992. This act provides for the selection of professionals based upon the qualifications of the firm performing on a particular project. All selections are made using the QBS guidelines.

Consultants for projects are recommended by Facilities Planning after consultation with the user group. Projects with fees of over $25,000 (total project approximately $300,000) are required to be advertised in the State electronic bulletin web page. Evaluations, and possibly interviews, are coordinated by Facilities Planning and reported to the Vice President for Finance and Planning for Approval.

Consultants for Capital Development Board projects are recommended by Facilities Planning after consultation with the user group. All QBS guidelines are adhered to. Results of any evaluations or interviews are reported to the Board of Trustees for submission to the Capital Development Board.

Preparation of Design Services Agreements

Consulting Agreements are those agreements between a consultant and the University that provide for design studies or expertise in particular areas. The amount of these agreements will not exceed $25,000. These agreements are prepared by Facilities Planning. The agreements require the signatures of the consultant, the project's fiscal agent, and the Director of Purchases.

Professional Service Agreements are those agreements between a consultant and the University that provide full design services for particular projects. The amount of these agreements is negotiated by Facilities Planning. These agreements are prepared by Facilities Planning. The agreements require the signatures of the consultant. The agreements may be signed by a Board of Trustees' representative on campus.

Preparation of Contracting Agreement

Contracts for construction projects are prepared by the design architect or engineer, whether it be a consultant or Facilities Planning, in the amount of the contractor's bid and forwarded to the contractor for signatures. Once completed contracts and ancillary paperwork are received, Purchasing will issue a Purchase Order to the contractor.

Construction contracts for projects that will be paid out in more than one payment (usually for contracts over $30,000) require a Performance & Payment Bond. This assures the University that a bonding company is backing the contract to ensure completion of the project. Projects where only one lump-sum payment is made do not require a bond, as no payment will be made until the project is complete.

All construction contracts require certification that appropriate insurance is in place to protect the contractor; and the Board of Trustees, its agents, and employees from harm.

Construction contracts for projects are signed by the Board of Trustees representative on campus.