*To see the major steps in the process at a glance, view the Project Delivery Process.

PROJECT PLANNING

1. To request a free preliminary estimate simply fill out the RPS (download the form as an Excel file or PDF) with information to describe your scope of work and desired construction schedule. Select the first option under the heading "Department Authorization."
   
   View an RPS example (pdf). This example shows that the client has entered a brief description of the scope of work as well as construction schedule requirements. The option to receive a free preliminary estimate has been checked.
   
2. Physical Facilities will do a quick assessment of the scope and schedule and will provide you with a Project Funding Authorization form (PFA). The preliminary estimate and construction work window will be based on many assumptions and should be considered a professional opinion of cost or a ballpark estimate. You will know that the construction budget is an estimate because the word "estimate" will precede the construction amount in the "ESTIMATED BUDGET / AUTHORIZED FUNDING" area of the PFA.
   
   View a PFA example (pdf). This example shows that the construction costs are estimated to be $38,000. The construction is being planned for spring of 2007. The construction will be performed by Physical Facilities (PF) as checked in the "PROCUREMENT" area.
   
   Note that for larger capital projects it may not be possible to provide a free estimate; consultants may need to be engaged to produce an opinion of cost.
   
   If you are interested in proceeding with design, simply return the form with the appropriate account number and authorizing signatures before the stated expiration date on the PFA. Please send the PFA to the address on the bottom of the form.
   
   Expiration dates are used to allow Physical Facilities enough time to complete the detailed design and construction of the project within your desired construction schedule. Additional approvals may be required for projects exceeding $500,000 (learn more about the CPC process).
   
   By signing and returning the PFA, you are authorizing funds for the estimated total cost.
   
   
   DESIGN
   
3. If you prefer to proceed with design without first receiving a preliminary estimate, fill out the RPS with an account number and signature authorization. Select the second option under the heading "Department Authorization."
   
   View an RPS example (pdf). This example shows that the client has authorized Physical Facilities to proceed with design without a preliminary estimate. The second option box is checked. An account number and proper signatures are required.
   
   In order to receive design services, Physical Facilities must receive an RPS or PFA with the proper funding authorization. Physical Facilities will set up a design work order on a time and material basis for design services (at $46/hour), or we will engage the services of an external Architectural/Engineering firm through a contract.
   
   The Project Manager will keep you informed throughout this process. The Project Manager will communicate the date on which you can expect our detailed design and construction budget as well as updates of our progress.
   
4. When design is complete, your approval of design drawings, scope and the construction schedule will be required before we proceed with construction. On large projects you may receive multiple iterations of design to review as it progresses.
   
   Also, when design is complete and approved you will be notified of the project budget. If the new budget exceeds any previously approved amount, the PFA form must be re-authorized and returned to Physical Facilities before the expiration date to insure the construction schedule. The PFA will state the fixed cost construction budget. You will know that the construction budget is fixed because the word "fixed" will precede the construction amount in the "ESTIMATED BUDGET / AUTHORIZED FUNDING" area of the PFA.
   
   View a PFA example (pdf). This example shows that the fixed cost for construction has been budgeted for $36,800. The specific start and finish dates for construction have been entered.
   
   
   CONSTRUCTION
   
5. After you have approved the design and scope, Physical Facilities will transfer the fixed cost construction amount from the authorized account into the construction account established for your project.
   
   The Project Manager and the construction Project Coordinator or Construction Department will be in contact regarding the start of construction. Feel free to contact your Project Manager with questions or concerns. The Project Manager will continue to be your liaison and monitor the scope, schedule and budget of the project. The Project Coordinator/Crew Chief will order material and schedule the construction staff that will be performing the work for in-house projects; the Construction Department will manage external contractors.
   
6. If changes occur during construction, additional authorization may be required. Your Project Manager will contact you.
   
7. A feedback form will be sent to you upon completion of the project. Your feedback is important to us, and we track the results from the feedback form. Please fill out the form to let us know how we performed. See an example feedback form.

Nothing replaces personal communication, so please feel free to contact us in other ways with any feedback you wish to provide.