Project request justification-Instructions.

The project request justification presents the specific detailed information explaining the programmatic need for the project and describes why it is necessary to the delivery of your Department’s services and activities. It also relates the project to the campus’ strategic plan. Moreover, the project request justification details the project’s scope and justifies its need. The need must be demonstrated from several perspectives, including the School or department’s program and activities and the condition of the existing facilities, in order to show why it is important to fund your request. The justification should be as thorough and complete as possible.

The project request justification should include the following components:

• Description of proposed project
• Program information
• Existing facility information
• Financial Impact/Project costs
• Other options and alternatives considered
• Project schedule

• The scope of the project, including type of space proposed, the square feet, and any unique or unusual features.
• Life expectancy of the renovation.
• Methods or sources used to determine the proposed scope.

• Description of the current use of the facility(ies).
• Description of the relevant programmatic activities, both current and projected, that would be affected by the project. Indicate any services, operations, or activities that will be initiated, expanded, or improved because of this project.
• How the project will support your Campus/Department’s mission and your current and planned program goals and objectives. How does the proposed project relate to the Campus/Department strategic plan and the University Master Plan?
• The necessity of the project in terms of objectives, students, faculty, staff, and visitors. Be sure to indicate the number and type of students, faculty, or staff who will benefit from the proposed project. Provide numerical estimates of current and future users of the facility using quantitative data such as number of positions (FTE), or full-time equivalent students. Highlight any population characteristics important to the project.
• Address whether the project is required to continue current services, changes in technology, or to provide for new or better quality services.

• Why the existing facility(ies) is inappropriate or inadequate, such as overcrowding or the need to accommodate new programs.
• Age and condition of current facility, expenses invested annually in repairs, interruptions of services or backlogs of services, safety hazards to students, faculty, and staff and health and safety code violations (Fire, ADA). Indicate if the request is a result of legislative (federal or DC) mandate or from standards or certification requirements. Will the Project have a positive impact on the Community? Be as specific as possible.
• Interim accommodations being used to compensate for facility deficiencies or the lack of facilities, including currently leased space.
• Information on the future use of the existing facility(ies) that could impact upon the proposed capital project, such as any future expansion or conversion of the facility.
• How does the proposed project fit into the approved Master Plan for the University.
• Does the facility have aesthetic or historical value.

• The total estimated cost to complete the requested project. This estimate should include any costs for property, plant, design fees, furnishings, equipment, utilities, site development, and all other associated costs.
• The methodology used to develop the project cost estimates.
• Proposed funding sources for the project.
• Estimates of the cost to operate and maintain the facility upon completion. This means new costs over and above current operating costs including new positions. It also includes any new costs of programs or activities that will operate within the facility. Information on facility operating and maintenance costs must be discussed in terms of: A 10 year pro forma should be included with the request that includes the following budget parameters:
• Facility start-up costs (one-time costs),
• Moving costs,
• Annual, recurring costs for routine operations and maintenance and number of new employees required,
• Annual, recurring costs for new programs or activities that are established as a result of the capital project and number of new employees required,
• Cost savings and cost avoidance to be derived as a result of the project,
• Methodology used in deriving the operating cost estimates,
• Source of funding for any cost increases or savings, and,
• Impact on student fees

[Item V on the Approval Request Form]
 
 

Project schedule. Give in chronological order the proposed schedule of the planning (design) and construction for the project. Include the estimated amount of time required to complete each task by indicating the number of months each task will take. Do not show projected dates since the project may not be funded on the date indicated. For example, if you anticipate that it will take one month to advertise and receive bids, show "one month" for this task. Below are some tasks that you may wish to include in your schedule:

• Capital Budget Review
• Select architect and engineer
• Obtain "Authority to Initiate Project"
• Schematic design
• Preliminary drawings
• Working drawings
• Receive bids
• Award contract
• Start construction
• Complete construction
• Occupy facility

Capital Budget Approval Request Form