Design & Construction October 2012
1. Organizational Structure 2. Capital Approval Changes 3. Project Initiation 4. Questions 1
Anne Papageorge Vice President Design and Construction Management 4 Directors 20 s 3 Administrative Assistants Michael Dausch, P.E. Executive Director Design and Construction Marilyn Jost Executive Director Of Administration Karen DiMaria Comptroller Contracts Capital Accounting Operational Accounting Payroll Janette James Contract Coordinator Karen Gibson Contract Coordinator Mike Vasko Senior Capital Accounting Manager Accountants: Darlene Thompson Carl Joyner Dave Gualtieri Monique Belton- Woodall Drexel Co-op 2
Administrative Assistants: Juanita Lewis Michelle Nelson Administrative Coordinator: Susan Long Steve Becker, P.E. Director Robert Angstadt, R.A. Bill Dierkes Sheri Miller, P.E. Dave Pancoe Margo Pietras Barnes Sr. (Century Bond) TBD Michael Dausch, P.E. Executive Director Design and Construction Mariette Buchman,AIA Director Dave Dunn Sr. Chris Gallagher, P.E. Sr. Mike Swiszcz Sr. Brenda Loewen, P.E. Tanya Keyhani Chris Kern, AIA Director Ed Benfold, AIA Sr. John Mahony, P.E. Sr. (Century Bond) Eric Delss, RA Ryan Rose Jennifer Wetzel Director Mark Breitenbach Sr. Terence Brooks Marc Cooper, RLA Sr. Jim Palka, AIA Sr. TBD 3
Steve Becker Mariette Buchman Chris Kern Jennifer Wetzel Mod VII Department of Public Safety Facilities and Real Estate Services Information Systems and Computing Infrastructure Provost s Office School of Medicine Annenberg Public Policy Center Annenberg School Business Services (Transportation, Housing, Dining, Morris Arboretum) Graduate School of Education Penn Design Penn Law School of Dental Medicine School of Nursing School of Social Policy & Practice School of Veterinary Medicine Music Building Executive Vice Presidents Office (Franklin Building, Irvine) Presidents Office (College Hall) School of Arts and Sciences School of Engineering and Applied Science Franklin Field Annenberg Center Development and Alumni Relations Division of Recreation and Intercollegiate Athletics (DRIA) Human Resources Institute of Contemporary Art Office of Audit, Compliance and Privacy University Libraries University Museum Vice Provost for University Life Wharton School of Business 4
Project Management PERMITS L&I / PWD PROGRAM ONE OUA / PPE HISTORICAL COMMITTEE BID PROCESS ACQUISITION SERVICES PUBLIC SAFETY PROJECT MANAGER AUDIT S/C COORD O&M ISC TELE/DATA EHRS SHUTDOWNS 5
Phase of Project Active Projects Budget Planning/Feasibility Study Design Construction Closeout Average number of active projects per project manager 20 Average dollar value per project manager 64 92 107 37 $28,003,070 $142,486,663 $706,450,714 $52,451,859 Total 300 $929,392,306 FY12 Actual Cashflow $46.5 Million $197 Million FY13 Projected Cashflow $231 Million 6
Approval Process Capital Plan CNS Feasibility Study EVP / Provost DRC CAG President Trustees Fac & Campus Planning Design Construction Capital Council Trustees B&F 7
Capital Approval Changes Projects equal to or greater than $500,000 must be submitted to CAG for approval (change from $250,000). Projects equal to or greater than $1 million must be submitted to Capital Council for approval (change from $500,000). Projects equal to or greater than $5m must be submitted to the Trustees for approval (change from $1m). 8
Capital Approval Schedule 9
Initiation Process Criteria for Management of Projects by Design & Construction anticipated construction cost of $100,000 or greater and any on the S/C s Capital Plan D&C will generally manage projects for which the services of an Architect or Engineer are required due to life safety concerns, complexities such as mechanical, electrical, plumbing, building controls, fire protection, fire alarm, or other utilities integration with existing building equipment, or comprehensive space planning or master plans involving more than 5,000 gsf. Exceptions to be sent to the D&C Director and approved by the Executive Directors of D&C, O&M, and the University Architect 10
Initiation Process Criteria for Management of Small Projects by O&M Small Projects Group Anticipated construction costs of up to $100,000 Phased projects where total value of all phases will not exceed $250,000 in a fiscal year On occasion, SPG may be asked to manage projects when drawings were previously provided by an Architect or Engineer. Projects should be of limited scope and complexity and must be approved by the O&M and D&C Executive Directors. Examples of typical SPG projects are: In-kind replacements (sinks, bathroom fixtures, casework, shelving) Finish improvements (painting, flooring, ceilings, lighting) Repairs or service to existing equipment NOT bio-safety cabinets or fume hoods 11
Initiation Process Want to hire an architect or engineer? If you want to use a design professional, YOU MUST first talk with the OUA. It is preferred that you do this through your D&C Director (or Area Manager). Schools and Centers are not permitted to hire architects or engineers directly without the written approval of the Office of the University Architect. Upon OUA review, Schools and Centers may be permitted to hire architects or engineers in the execution of small projects such as small feasibility studies (no schematic design) or limited space planning studies for areas less than 5,000 GSF as required to develop project cost estimates. Regardless of who hires the A/E, any proposed modifications to electrical, mechanical, or fire protection systems must be reviewed by the Office of the University Architect (or Director of Engineering/Energy Planning, as appropriate.) (revision pending) 12
Initiation Process Want to hire a contractor? Talk with your Area Manager and/or D&C Director first! Potential Issues: - Endeavoring - Technical requirements - Aesthetic judgment - FRES responsibility! 13
Initiation Process New project? Not sure whether it should be managed by D&C or SPG? Talk with your Area Manager and/or D&C Director! If a Design and Construction Project: - Talk to D&C Director - D&C Director will give you advice on the content of your Capital Needs Statement (CNS) 14
Initiation Process New project? Not sure whether it should be managed by D&C or SPG? Talk with your Area Manager and/or D&C Director! If an SPG Project: - Talk to Area Manager, then send them an email with the request - They will send it to SPG (Laura Ford) who will initiate via AiM - The SPG Estimator will develop an estimate and submit for approval - The S/C will provide a budget code and written authorization to proceed. - The SPG estimator will submit the authorization to proceed to the Director of Trades (Gerry McGillian) who will approve and assign to the appropriate party. 15
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