34.4 Steps in Planning and Constructing Improvement Projects

Capital projects require initiation through Facilities Management or University of Iowa Hospitals and Clinics Capital Management. For non-hospital projects, an on-line requisition system is required to be utilized at https://www.facilities.uiowa.edu/pdc/project-info.asp. After initiation, the process is managed by Facilities Management or UIHC Capital Management to assure conformance to Board of Regents and state requirements and to provide design and construction quality assurance.

The following is a description of the major steps in planning and constructing improvement projects as required by the Board of Regents policy (http://www.iowaregents.edu/plans-and-policies/board-policy-manual/23-property-and-facilities).

  1. Project scope and funding source. For non-UIHC projects exceeding $1 million, establish the project scope and description and identify the funding source by completing the Capital Project Proposal Application.
  2. Retention of professional design assistance. Facilities Management administers the process for retaining architects, engineers and other design professionals as per the Board of Regent Policy. All projects exceeding $1 million require the implementation of a specific selection process prescribed by the Board of Regents. The selection of architects for recommendation to the President and the Regents is the responsibility of Facilities Management and UIHC, where applicable.
  3. Preliminary plans and project budget. Preliminary plans are prepared by the consultant or University's Project Manager in consultation with the users of the facility and appropriate administrative personnel. The plans are reviewed and approved by appropriate administrative personnel. Alterations to the campus under the review authority of the Campus Planning Committee are referred to that committee for advice and comment. The site selection, preliminary plans, project budget and source of funds, and other details as appropriate are submitted to the Regents for approval or revision.
  4. Construction documents. Upon receipt of administrative and Regent approval of the preliminary plans and budget, the University's Project Manager is authorized to proceed with the further development of the plans and specifications. A second review of plans may be required by the Regents at the design development stage of planning. Otherwise, planning is authorized to proceed through the preparation of final plans and specifications for the project. The final plans and specifications become part of the contract between the project contractor and University and describe what the contractor is to build for the University. The review and approval of other agencies, such as the state building code commissioner, are also obtained as required.
  5. Advertisement for bids. The project is advertised by the University and bids are received from contractors according to Regent policy and state law. Bids are opened and the University or the Board of Regents awards the construction contract.
  6. Construction. Facilities Management of the University, or UIHC Capital Management, or their representative, oversees the construction of the project by the contractor(s). At the completion of construction, the project is accepted by the University, reported to the Board of Regents and the user occupies the facility.