Step 1 - Needs DevelopmentA

ckn

ow

led

gem

en

tsPl

anne

r/PM

PM

Web

Cus

tom

erD

ire

cto

r o

f C

apit

al

Pro

ject

s/Sr

. Dir

Fa

cilt

ies/

FM

D

Step 1

Submits Requests several ways

Step 2

Approved by Dept?

Approved bySr. Dir Facilities

Operations?

Approved bySr. Dir Facilities

Operations?

Approved by Dir. Capital Projects?

Yes Yes

Yes

No No No No

Assigns Project Service Request

Number

ND6

Planning or Project Request Form/

Online Request via Service Now or via

phone or email

ND1A

Facilities Emergency Response Guidelines

(FERG)

ND1B

Capital Renewal Request

ND1C

Capital Planning Process

ND1D

System returns automated

acknowledgement

ND2AFollow procedures

in Emergency response

process(Pending)

ND2B

Director Capital Projects works with Senior Planner III to assign Planner/PM

ND4BDir of Capital ProjectsReviews &

Assigns PM/Planner to review with

requestor

ND3A

FMD Reviews & Assigns applicable

service area

ND3B

Contacts requestor to validate request

ND4A

Project Request form

Online Request

End

Yes

Planner/PM enters project information

into PMWeb & works with PRC to setup project file

structure

ND5

Step 2 – Scope DevelopmentP

lann

er/P

MB

usin

ess

Op

erat

ion

s

Dir

Cap

ital P

roje

cts/

Sr.

Dir

Fac

ilitie

s O

ps/

AV

C-F

MD

AV

C

Step 2 - Scope Development

Approval of budget estimate in POR?

Yes

Step 2 starts

Approved by AVC-Research?

Yes

No

Prelim. Estimate Approved?

YesNo

Schedule & POR

approved & endorsed by

cust/stakeholders?

Research Project

No

Step 3

Reviews the request

SD1

YesContacts customer &

validates project scope & Identify Stakeholders

SD2

Prepares POR Preliminary estimate

SD3

Reviews POR/Prelim estimate with customer

SD4

Prepares project schedule and

milestones

SD5

Completes project submittal information

form & POR

SD6

Submit to Director of Capital Projects

SD7

Receive POR & Submittal Form

SD8

Provide to Business Operations to initiate

funding process

SD9

Create Resolution if required by funding

amount

SD10

Create Journal entry for funding

SD13

Notify Stakeholders

SD14

No

Research Project

Leadership team reviews Resolution

SD11

Follow funding process based on project budget amount

SD12

Approved

Yes

No

Create Work Request/setup project in

Service Now

SD15

Step 3 - Selection of Design TeamA

/EPl

anne

r/PM

Bus

ines

s O

pera

tio

nsD

ire

cto

r o

f C

apit

al

Pro

ject

s

Step 3 Selection of Design Team – Direct Select

Prepare Standard Agreement

Identify next choice with justification

Provide Business Operations with

approved proposal and other checklist

docs

Review and ranks A/E firms based on

scope, experience & expertise

Reviews Contract

Makes recommendation to Director of Capital

Projects

Recommendation Approved?

Solicits proposal from A/E

Approval of draft contract?

Send contract to A/E Electronically for

signatureyes

Reviews scope with Director of Capital

Projects

A/E or other consultants necessary?

Emergency Project?

Can direct select or informal process be

used?

Proceed to Step 5

Follow Emergency response & restore procedures to hire A/E & other service

providers

Follow WUSM A/E selection for

projects

No

Yes

Yes

Yes

No

No

No

Yes

Receives/submits proposal request

Proposals in compliance with

fee scheduleYes

NoIf No AgreementSDT1

B

No

Step 4

RFP process

Step 3 starts

SDT2A

SDT2B

SDT2C

SDT3 SDT4

SDT5

SDT6 SDT7

SDT8

SDT9 SDT10

Step 3 - Selection of Design TeamA

VC

/VC

Plan

ner/

PMSe

lect

ion

C

omm

itte

eD

ire

cto

r o

f C

apit

al

Pro

ject

s

Res

ourc

e M

anae

men

t

Step 3 – Selection of Design Team - RFP Process

Conducts InterviewsPM creates

interview schedule & evaluation criteria

Short List reviewed & approved by

AVC/VC?

Approved by Director?Director

approves?Yes

B

RFPStarts

No

Yes

Selection Committee scores

based on evaluation criteria

Compiles results & reviews

recommendation with Director of Capital Projects

Approved by AVC/VC?

Yes Yes

No No

YesPrepares RFP & Identify Selection

Committee

Reviews RFP draft, proposed selection

committee and recommended short

listed firms

Director approves?

Sends RFP docs to Resource

Management for final review

Reviews RFP documents

YesResource

Management approved?

Sends RFP to A/E/Consultants

Conducts pre-submittal

conference

Receives list of providers questions

or request for clarifications

No

Yes

No

RFP1

RFP2

RFP3

RFP4

RFP5 RFP6RFP7

RFP13 RFP14

RFP15

RFP16

No

Provides written response to questions/

clarifications

RFP8 Enters formal RFP responses from A/E

into matrix & recommends short list to Director of Capital Projects

RFP9

Reviews recommended short

list

RFP10

Shares short list with AVC/VC

RFP11

Reviews recommended short

list

RFP12

Reviews & provides approval/denial

RFP17

Request approval from AVC/VC

RFP18

Reviews & provides approval/denial

RFP19

Solicits proposals & clarification if

necessary

RFP20

Step 4 - Design Phase

A/E

Plan

ner/

PMC

usto

mer

/Sta

ke

ho

lder

s

Step 4 – Design Phase

Step 4 Starts

Charter endorsed by

entire Project Team?

Prepare design project kick-off meeting agenda

DP1

Engage all stakeholders & project team

DP2 Conducts kick-off meeting & clarify

details of project(scope,

schedule, budget

DP4Conduct chartering of project team &

prepare charter doc. For review & endorsement

DP5

Reviews and provides

endorsement

DP6

Addtl mgmt /stakeholders

endorsements approvals?

POR verification approval?

Reviews POR & budget and provides

approvals

DP8

Update POR

DP7

Proceed to Schematic

Design

Yes

Yes

No

No

No

Yes

PM engages project audit for projects >

$10M

DP3

Step 4 - Design PhaseA

/EPl

anne

r/PM

Dir

ecto

r of

Cap

ital

P

roje

cts

Stak

ehol

der

sStep 4 – Schematic Design-Schematic Design/Design Development/Construction Document

95% Schematic Design(SD) & updated POR

circulated for proj. team review &

approval

DP9

Reviews & responds in writing to all 95%SD and POR

DP10

Proceeds to Design Development &

circulates 50% Design Development(DD)for

review & approval

DP11

Project Team approved 50%

DD?

Reviews & responds to all 50% DD

comments in writing

DP12

Moves forward with 95% DD completion & update estimated

construction cost

DP13

Project Team approved 95%

DD?

Reviews & responds to all comments

DP14

Continues with 50% Construction

Document (CD) preparation

DP15

Project Team 50% CD

approved?

Circulates & review 50% Construction

Document (CD) docs

DP16

Reviews & responds to all comments &

finalizes 90-95% CD

DP1790-95% CD &

updated contract cost estimate

circulated for review & approval

DP18

CD docs approved?

Schematic Design Starts

Reviews & responds to all comments

DP19Finalizes CD package

& prepares cover sheet for Director of

Capital Projects approval

DP20

Prepare CD summary package

for review and approval

DP21

Dir approval obtained?

Complete review with EH&S, TFC/IT &

other key stakeholders

DP22

Documents ready for construction

phase

DP23

Step 5

Project Team approved 95%

SD & POR?

yesYes

NoNo

Yes

No

Yes

No

YesYes

No

No

Step 5 – Selection of ContractorA

/EPl

anne

r/PM

Dir

ecto

r of

Cap

ital

Pr

ojec

ts/

AV

CStep 5 – Selection of Contractor

From Step 4 Is the project/

service sole source

justification?

Dir & AVC approved?

Prepares sole justification form for

Director of Capital Projects review

SC3

Documents prepared by A/E for

construction

SC5

Will the contract be <$25k?

From Step 2

Can In House Construction

team be used?

Does work qualify as

emergency or can CSA be

used?

No

Yes

No

Yes

No

Yes

Yes

Modifies form and resubmits or seeks alternate delivery

process

SC4

No

Seeks quotes from CSA or emergency vendor and follows standard bidding &

contracting & evaluation process

SC6

Can design build process be used based

on project type or schedule?

Is anticipated project cost <$250K

Is A/E or consultant required?Yes Yes

No No

Go to Step 3

Yes

Solicits bids after explaining scope,

schedule to bidders & providing WUSM

design & construction

standards

SC7

Follow DB<$250K

process

Are bids acceptable

No

Follow standard contracting &

evaluation process

YesYes

No

Solicits 3 informal bids & follows

standard bidding & evaluation for

contracting process

SC2

Solicits proposal from In-House

Construction via Service Now

SC1

Justifiable

No

Follow ITB or CM-GMP

CMAR process

Page - 1

Step 5 – Selection of ContractorA

/EPl

anne

r/PM

Dir

ecto

r o

f C

apit

al

Proj

ects

/A

VC

Res

ourc

e M

anag

emen

t

Step 5 – Selection of Contractor- ITB

Dir Approves?

A/E consultant documents ready

from Step 4

ITB2 A/E or consultant Compiles Front end

documents with prepared

construction documents

ITB4

Forwards Front End document

requirements to A/E

ITB3PM Assembles ITB

& recommends appropriate list of

bidders from WUSM master contract list

ITB5

Follow standard contracting &

evaluation process

Yes

Follow CM-GMP CMAR

process

No

Dir Approves recommended list of bidders?

No

Shares ITB to Resource

Management

ITB6

Resource Management

Approves?No

Yes

Establishes bid timeframe & sends

ITB to bidders

ITB7

Coordinates all document

distribution with A/E (if on board)

ITB8

Yes

PM (&A/E if available) schedules

pre-bid meeting

ITB9 Prepares addenda (if any) to bid

documents to address changes during bidding

phase

ITB11

Bidders submit RFI if necessary to clarify any concerns noted

in documents

ITB10

Bids received by Resource

Management & opened w/PM in

attendance

ITB12

RFI issued?

Identifies lowest qualified bid &

alternates & recommends to

Director for approval

ITB14

Tabulates bid information in bid

summary form

ITB13

No

Yes

Dir Approves recommendatio

n?

No

Yes

Discusses use of ITB with Director of Capital Projects

ITB1

Page - 2

ITB Process

Step 5 – Selection of ContractorA

/EPl

anne

r/P

M

Dir

ecto

r of

Cap

ital

P

roje

cts/

AV

C

Res

ourc

e M

anag

emen

t

Step 5 – CM-GMP Process

Reviews & approves selection criteria,

committee & RFP draft?

Prepares RFP with scope, services,

selection criteria & selection committee

GMP1

Schedules pre-bid meeting

GMP3

Resource Mgmt approves?

RFP sent to Resource

Management for review & approval

GMP2

AVC/AVP approves short lis t?

Yes

Follow standard contracting &

evaluation process

No

Yes

No

Prepares addenda (if any) to address changes during

bidding

GMP4

Proposal received & shortlisted by PM & Director & reviewed

with AVC/AVP

GMP5

Yes

No

Notifies short listed firms interview time

& date

GMP6 Prepares & shares interview questions & evaluation criteria

with selection committee &

shortlisted firms

GMP7

Interview & presentations conducted &

selection committee submits evaluation

GMP8

PM compiles scores & recommends

award to highest ranked firm

GMP9

Dir & AVC/AVP review & approve?

Yes

No

StartFollow CM-GMP CMAR

Page - 3

Step 5 – Selection of ContractorA

/EPl

anne

r/PM

Dir

ecto

r of

Cap

ital

Pr

ojec

ts/

AV

CStep 5 – DB < $250k

Begin DB<$250K

Dir approves?

Prepares front end documents

DB1

Establishes bid time frame & request for bid sent to bidders

DB3

Assembles list of bidders & recommends

to Director of Capital Projects for Approval

DB2

Bids received by resource

management with PM in attendance

DB4Evaluates &

tabulates bids & alternates &

identifies lowest qualified bid

DB5

Follow standard contracting &

evaluation process

Yes

No

Page - 4

Step 5 – Selection of ContractorA

/EPl

anne

r/PM

Dir

ecto

r of

Cap

ital

Pr

ojec

ts/

AV

C

Bus

ines

s O

pera

tio

nsStep 5 – Standard Contract Evaluation Process

PM/Resource Management

notifies successful bidder

SCP1

Issues PO or standard form of

agreement

SCP5

PM updates total project budget estimate with

awarded bid amount & reviews with

Director of Capital Projects

SCP2

Director reviews & approves?

Initiate resolution budget & funding

approval

SCP4

Shares bids with customer &

stakeholders and get approval to increase

budget amount

SCP3

Is budget within prelim estimate?

Yes

No

No

Yes

Contracts/PO signed & fully executed

SCP6

Step 6

Page - 5

Start Standard

contracting process

Step 6 – Construction PhaseA

/EPl

anne

r/PM

GC

/Con

trac

tor

Bus

ines

s O

pe

rati

on

s

Step 6 – Construction Phase

Issuance & execution of PO or agreement to the

contractor

CP1

Reviews WUSM badging, policies/guidelines,

infection control risk assessment completion,

EH&S requirements, initiates project specific &

WUMC communication contact list, etc

CP4

Reviews all terms & conditions of the PO/Agreement

CP2Schedules a pre-

construction meeting with the

project team/update charter

document

CP3 Submits asbestos & material testing reports & other owner specific

pertinent information to

contractor

CP6

Discusses safety, emergency process,

site logistics, signage, etc

CP5

Updates overall project schedule w/actual milestones &

timelines incorporating all owner activities

CP9

From Step 5

STOPNo work to start without

executed contract documen

ts

Reviews all information &

submits safety data sheets

CP7 Reviews construction schedule in

coordination w/owner related

project activities

CP8

Schedules & leads all project construction

& coordination meetings

CP10

Purchases & provides all contract

document items (except owner

provided items)

CP11

PM Coordinates owner services &

activities while managing contractor

performance & overall project

coordination A/E manages adherence

to scope

CP12

GC, PM, A/E & customer regularly

meet, track and report progress (safeties, record

drawings, RFI/CO, outages, etc)

CP13

PM/ A/E Do periodic site visits & report deficiencies to GC

PM engages customer &

stakeholders when necessary

CP14Step 6 GC engagem

ent

Page - 1

Step 6 – Construction PhaseA

/EP

lann

er/P

MG

C/C

ontr

acto

rB

usi

nes

s O

pera

tio

ns

Step 6 – Construction Phase - GC Engagement

Addresses PM/ A/E comments

CP15

Submits pay applications for PM

& A/E reviews

CP16

Schedules necessary testing & inspection thru out this phase

CP17

Corrects deficiencies & retests as necessary

CP19

Step 6 continued

PM monitors testing & inspection process along with A/e FOR

compliance

CP18A

A/E reports non-compliance & failures to GC

approvals are also reported

CP18B

All testing & inspection reports submitted to PM /

A/E

CP20

PM files reports in the project records

file

CP21A

Responsible for project controls & changes in budget, scope & schedule

CP22

Issues change orders as necessary

CP23

PM to manage getting necessary

approvals

CP24

PM to provide periodic project

reports to stakeholders

CP25

When project substantially complete

GC requests substantial completion walk-thru w/PM & A/E

CP27

PM & A/E validate substantial

completion & generate punchlist

CP28

GC to complete punchlist within 30

days

CP29

PM issues substantial completion certificate

CP30

Go to Step 7

Validates work in pay apps & authorizes GC to submit it to

Business Operations

CP16A

Approves progress

payments for GC

CP16B

Page - 2

PM files reports in the project records

file

CP21B

Step 6 – Move CoordinationP

lan

ne

r/P

MM

ove

Coor

dina

tor

Ven

dor

Step 6 – Move Coordination

Account for all neighbors, grant due dates, conf. events, experiment cycles in

scheduling move

MC2

Validate move time frame & schedule in coordination with project schedule

MC1 Work w/resource management & select moving

vendor based on scope, schedule,

expertise from pre-selected vendor list

MC3

Schedules pre-bid walk-thru & seeks

proposals

MC4 Coordinates w/business operations

once acceptable proposal is received

& contract gets executed

MC5

EndPM, MC & vendor finalize the move plan & schedules

while accounting for delivery & install of

appliances, furniture, AV equip

etc

MC6

Move – coordination

begins

Page - 3

Step 7 – Transition, Activation and CloseoutA

/EPl

anne

r/PM

Con

trac

tor

Step 7 – Transition, Activation and Closeout

Step 7 starts

Project achieved substantial

completion & warranty period

begins

Work with move coordinator(MC) & follows up on the

move details

TAC3A

Provides all deliverables including

O &M, training material, attic stock, warranty certificates

info

TAC3B

PM/contractors commence

activation phase & schedule necessary

startup, training activities

TAC2

PM schedules Activation,

transition & close-out(ATC) meeting with ATC partners

TAC1

PM, A/E, Contractor CxA schedule

orientation, equip start-up, training,

walk thru for operations,

custodial, EHS, Protective Svcs, infect. control

TAC4

PM, A/E, CxA updates the ongoing

list of outstanding items

TAC5

Completes all outstanding items &

punch list itmes & submits all

deliverables

TAC6

To Move Coordina

tion

Request final inspection & site

visit – moving project into

transition phase

TAC7

PM & A/E review if project is ready for

final inspection

Seeks final inspection & sign-off from all Authorities having jurisdiction(AHJ) &

provides any outstanding deliverables

TAC8

No

Schedules final inspection w/

customer. Project now transitions to FMD Operations &

customer

TAC9

Receives final inspection approval &

project moves into close-out steps

TAC10

Submits final pay application

TAC11

Confirms all deliverables & sign-off before approving

final pay app. Ensures all claims

are resolved

TAC12

PM notifies customer & project team & prepares for

close-out

TAC13

Go to Step7 Closeout

Page - 1

PM completes lab quality assessment

and submits to Space Planner for

input into OSIS

TAC13

Yes

Step 7 – Transition, Activation and CloseoutP

lan

ne

r/P

MR

esou

rce

Coor

dina

tor

A/E

Con

sult

ants

Step 7 – Closeout

PM requests & reviews all project related

accounting & validates it for accuracy

TAC16

PM reviews, approves pay aps for all vendors &

ensures all vendor billing is completed & release of

liens are received

TAC15

PM confirms all project documents

are received & distributed

TAC17

Compile lessons learned & celebrate

project success

TAC24

Closeout begins

PM coordinates document archiving

w/records coordinator

TAC18

Project moves to administrative &

business/financial close-outs

TAC19PM & Records

Coordinator send project evaluation &

surveys to customer & stakeholders

TAC20All operations

stakeholders & CxA or select consultants participate in 11

month post-occupancy walk-thru/inspection

TAC22

Any identified deficiency shared w/

contractor for resolution

TAC23

End

All consultants & A/E submits any

outstanding as builts or deliverables & final pay

ap

TAC14

Page - 2

Step 7 – Transition, Activation and CloseoutP

lan

ne

r/P

MM

ove

Coor

dina

tor

Ven

dor

Step 7 – Move Closeout Coordination

Address Post-move clean-up &

decommissioning of existing lab/space is

addressed

MCC1

Validates invoices & request corrections or

approve payments

MCC3

Conduct vendor evaluation & close-out

activities for move portion of project

MCC4

End

Submits invoices

Move Closeout

coordination begins

Page - 3

MCC2