Project Planning & Design

White tulips in front of Carnegie building.

PROJECT PROGRAMMING, PLANNING, & DESIGN

A&E Services coordinates and manages new construction and renovation projects. Department staff normally coordinate preliminary feasibility studies and the development of space programs and budgets, and make site selection recommendations.

A&E Services also coordinates the process of selecting outside design consultants for large projects and directs the work of the consultants to help insure that the University design, program, budget and schedule objectives are achieved.

The following are typical procedures for accomplishment of a capital construction project at The University of Oklahoma.

Phase I, Initial Project Definition

Receive a request from a department or unit for assistance with a renovation or a new construction project.
Preliminary consideration of requests from departments or units by the Provost and/or the Vice President of Administration and Finance and authorization of initial project studies.
Establish project accounting records.
Feasibility project study including initial space analysis, scope definition, cost study and scheduling plan.
Development of preliminary funding plan.
Review of the proposed project scope and site and preparation of recommendation for the Administration.
Review and approval by President and his staff.
Presentation of the project to the Board of Regents for approval of the project and addition to the Campus Plan of Capital Improvement Projects.
Submittal to the State Regents for Higher Education for approval and submittal to the State Long Range Capital Planning Commission.

Phase II, Project Planning, Design and Engineering

Select architects and/or engineers, and in selected instances a construction management firm, in accordance with State Law (O.S. 61, §60 et seq) and University of Oklahoma Board of Regents policy for Selection of Design Consultants and Construction Managers (Regents Policy Manual, Section 4).
Develop detailed project statement of requirements (project program) including (1) final scope, (2) budget, and (3) project schedule.
Develop schematic design phase plans and specifications.
Prepare design development phase plans and preliminary (outline) specifications.
Obtain formal approval of project design and receive authorization to prepare construction documents and bid the work from the Board of Regents
Prepare construction contract documents including final plans and specifications.

Phase III, Bidding and Contracting Phase

[NOTE: This phase may be accomplished through a University-administered competitive bidding process or through utilization of a Construction Manager (CM), both in accordance with State Law (O.S. 61, §101 et seq and §202.1).]

Phase IV, Construction Phase

Hold pre-construction conference with architect, engineer, contractor or CM and subcontractors; establish preliminary construction schedule.
Issue Notice to Proceed to contractor or CM.
Monitor all construction; attend regularly scheduled meetings; review and process any needed construction changes.
In conjunction with University Purchasing Department, prepare bid packages for fixed equipment, moveable equipment and furniture.
Conduct substantial completion inspection(s) and develop initial punch lists; conduct punch list and final inspections.

Phase V, Move-In Period

Schedule installation of fixed equipment, moveable equipment and furniture.
Coordinate telephone and other IT equipment installation and activation.
Assist units and departments with plans for occupancy of the new or renovated space.

Phase VI, Post Construction

Obtain record plans, warranties, owner’s manuals, maintenance schedules, specifications and submittals from project architect or engineer and deliver to Facilities Management for permanent file.
Coordinate efforts to resolve any warranty problems.
Schedule and conduct final warranty inspections (approximately 11 months after date of substantial completion).