Website Status Update
The functions previously performed by the Office of the University Architect (OUA) are now addressed by Physical and Capital Planning (P&CP), Project Management and Construction (PM&C), and Energy and Engineering Services (EES). The P&CP website is available here. The Energy and Engineering Services website is available here. A new PM&C website is currently under development, however, essential information will be maintained in this location until the new website is launched. Thank you for your patience as these enhancements are completed.
Print the Project Delivery Processes flowchart (PDF)
Print the Project Delivery Processes with Explanations (PDF)
To engage the services of the Office of the University Architect, you must first complete a Request for Professional Services (RPS).
The rest of the process depends on the scope of your project:
Capital Project Scope >$500,000: Outside Construction
Mouse over each step for more information
InitiationProjects, renovations, improvements or leases should be generally described on a CPC-1 Form and the form submitted by the dean/vice presidents to the Provost for projects in areas reporting to the Provost. Similarly, projects originating in areas reporting to the President's other direct reports should be submitted on the CPC-1 Form to the appropriate direct report. The Office of the University Architect (OUA) and/or the Office of Space Management and Academic Scheduling (SMAS) should be consulted before completing the form.
Generally, the CPC-1 Form should include the following information:
•Brief description, including approximate size and estimated cost
•Explanation of Need
•Sources of funds
•How the project relates to the department/university Strategic Plan.
Request for assessment (CPC1) (Click for documentCapital Project Council (CPC) reviews and approves all projects for the construction of new facilities, facilities additions, renovations and/or improvement projects estimated to cost more than $500,000 and all leases of space for periods greater than four years. The council is chaired by the President and includes the Provost, Executive Vice President and Treasurer, Senior Vice President for Advancement, Senior Vice President for the Purdue Research Foundation, Vice President for Government Relations, Director of Strategic Planning and Assessment and the Executive Assistant to the President.)
—>Architectural programA building committee may be appointed by the dean/vice president to work under the direction of a representative of SMAS to develop the written description of programmatic activities to be conducted in the space to be constructed, renovated or improved. The OUA will assign a Project Manager (PM) who will be a member of the committee and the primary contact with the OUA for the duration of the project.
Using the Academic Program and working with the building committee, the PM will prepare the Architectural Program of all spaces, detailing room size, relationship to other spaces, specific features and the necessary infrastructure within each room, project budget to include utilities, landscape and demolition, etc.
Both of these documents must be approved by the dean/vice president and the appropriate direct report of the President. Feasability assessment (CPC2) (Click for document)When the programming phase is complete, the CPC committee will review the project and determine the priority that the project will be given for the allocation of resources needed to move the project forward.
At this stage the fund raising plan must be approved by the Senior Vice President for Advancement (SVPA). The SVPA will also provide an evaluation of the feasibility of raising the targeted funds. With the approval of the President, additional work will be authorized to develop the project scope, identify related costs, establish the project budget and determine the feasibility for securing the necessary funds. For projects to be funded with self-supporting revenues, a business plan will be prepared by the dean/vice president and submitted to the EVP&T for review and approval.
Board of Trustees approvalThe Physical Facilities Department prepares the Resolutions for the Board of Trustees (BOT) approval to Plan and/or Finance and Construct all projects approved by the CPC. In addition, the Resolution can ask for the BOT to include approval to hire an Architect/Engineering (AE) firm to develop the design and prepare construction documents.
However, as an interim step to BOT approval, an AE firm may be hired under a limited services agreement to develop the basic design parameters including graphical material to be used in the fund raising process for gifts that are absolutely necessary to proceed with the project. Before any graphical material is used for any purpose or public display, the President's approval is required. OUA will coordinate the necessary meeting(s) with the President.
Engage A&E The A&E firm is selected through a Request for Qualifications (RFQ) process managed by the OUA. Firms throughout the state are invited to submit their qualifications for the project. The qualifications are reviewed and 3-5 firms are selected for a one hour interview.
The selection committee is comprised of the University Architect, Senior Director, Engineering, Utilities and Construction, Chairman of the Architecture, Design, Landscape and Planning Committee (ADLP), assigned PM, and a representative from Space Management and Academic Scheduling (SMAS) and the representative(s)from the Department/School.
State (ICHE/budget agency) approval Upon approval of the BOT to Plan and/or Finance and Construct, the project is sent to the Indiana Commission for Higher Education (ICHE). The commission recommends approval of the project to the State Budget Committee which in turn recommends approval by the Governor. All projects that are greater than $750,000 or new buildings that are greater than $500,000 requires submission to ICHE. In certain instances where state funding is part of the total project funding, the state legislature must first authorize the use of the funds.
Preliminary design The objectives of the Preliminary Design phase are the following:
•To assist the Department/School in understanding how the Academic Program and the Architectural Program are melded together to form a two-dimensional design.
•To illustrate possible solutions within the scope, schedule and budget of the project.
The content of this phase can include site plan, floor plans, general project description and a statement of probable construction cost. The team will not proceed into Design Development without written approval from the Department/School on scope, schedule and budget.
Both of these documents must be approved by the dean/vice president and the appropriate direct report of the President. Design development The objective of the Design Development documents are to fix and describe the size and character of the entire Project and such other essentials as may be appropriate. The Design Development documents are prepared from the approved Preliminary Design studies and form the basis of the Contract Documents. The team will not proceed into Contract Documents without written approval from the Department/School on scope, schedule and budget.
The Design Development documents will include:
• Site plan indicating general location and nature of site improvements
• Plans, elevations, sections, schedules and notes as required to fix and describe the Project as to the architectural, structural and electro/mechanical systems
• Outline specifications
• Statement of probable construction cost
During this phase the PM will seek the full and constant collaboration of the Department/School and the AE firm to verify that the scope, schedule an budget will be met. It is at this time when additional graphical material, i.e., exterior renderings, interior perspectives, etc., can be developed to further illustrate the project to potential donors. Contract documents Upon the completion of Design Development phase, the plans for the new facility are complete, the scope is finalized, furniture/equipment specifications have been developed and the AE is authorized to proceed with the Contract Documents. The objectives of the Contract Documents phase:
• Set forth in detail the requirements for the construction of the entire Project.
• Reconfirm the Project budget with a detailed statement of probable construction cost
• Develop the Project's specifications to include all review comments from Physical Facilities and the Department/School.
The team will not proceed into the Bidding Phase without written approval from the Department/School on scope, schedule and budget.
Bidding and award
—> Board of Trustees approval Once the Contract Documents are completed and approved by the Project team, Physical Facilities initiates the Bidding Phase by advertising the project in local newspapers and construction publications. The advertisement process is usually four weeks before the bid opening date.
All bids are publicly opened, read aloud and recorded for future review by the Physical Facilities . Physical Facilities reviews the bids and recommends award of the lowest and best bid to the BOT through the BOT Physical Facilities Committee.
Construction During the Construction process the PM will continue to seek the full and constant collaboration of the Department/School to finalize the design process. It is during this phase that all the previous decisions become a reality. Equipment selection, furniture design/selection, colors, materials, etc., must be reaffirmed to ensure compatibility with the design intent. In addition to these decisions, others such as keying, moving from old to new space, inventory of existing furniture/equipment, phones, data, communication, etc. is also the responsibility of the Project's team. Decisions at this stage of the Project's life must be made timely to ensure the construction process is not delayed and further costs are not incurred.
Use and occupancyAfter all this time, and it could be four years or more since the Preliminary Phase began, the new facilities are ready for occupancy. The sheer volume of furniture, equipment and personal belongings to be moved is staggering. Labs may have to be set up, phones installed and other logistics need to be established by the Department/School and a person from the Department/School must be assigned to monitor this activity and ensure a smooth transition. The PM will still serve as your primary contact when questions arise out of the move.
Project evaluation Every new building requires a certain amount of shake-down and de-bugging. The PM will be available for approximately one year beyond the completion of the building to help determine how to best respond to problems that arise. Issues with the electro/mechanical systems, construction aesthetics, maintenance and warranties should be discussed with the PM to ascertain the course of action to takefor resolution of the situation.
Capital Project Scope <$500,000: Outside Construction
Scope <$50,000: In-house Design and Construction