PD - Minor Projects

Minor projects are projects and renovations under $4M. Minor projects are managed by the Facilities Services (FS) group within Facilities/Construction Management. FS also handles routine renewal projects such as HVAC systems, roofs, parking lots, and exterior maintenance. These projects are usually funded by College Local Funds or Capital Renewal Funding. The majority of the projects requests in this area are driven by the campus user and submitted through the departments work management system, or through issues related to the facilities that are self-identified by Facilities Services planned maintenance activities.

PM Tools and References

Step 1: Needs Development

• Project Files Management Procedures
• Work Request Form

Step 2: Scope Development

• Conceptual Project Schedule
• Deficit Project Cost Center | Guideline | Request Memo
• Estimation Letter | Guideline | Template
• Initial Project Assessment
• Program of Requirements
• Project Control Budget | Guideline | Template
• Project Funding Agreement

Step 3: Selection of Design Team

• Continuing Services Agreement | Evaluation Form | Process for Awarding Projects
• Request for Qualifications (RFQ)
• Contract Memo Template: $0k - $25k | $25k - $50k | $50k - $100k | $100K - $500k | Over $500k
• Design Contract / Notice to Proceed
• Furnishings & Equipment Contract / Notice to Proceed
• Professional Services Contract / Notice to Proceed
• Scope Continuation Form
• Selection Interview Agenda

Step 4: Design Phase

• CAD Standards
• CFPC Agenda Item Description Form
• Charter Sign-off
• Charter Team Structure and Communication Plan
• Design Change Authorization Form
• Professional Service Contract Completion Checklist
• UH Design Guidelines

Step 5: Selection of Contractor

• Construction Contract / Notice to Proceed
• Contract Memo Template: $0k - $k25 | $25k - $50 | $50k - $100k | $100k - $500k | Over $500k 
• Job Order Contract Guidelines & Procedures
• JOC Evaluation Form
• JOC Request for Proposal Form (FM)
• JOC Sample Request for Job Order Form
• JOC Vendor Listing
• Process for Awarding Contracts
• Purchasing Bid Request Memo
• Request for Information (RFI)
• Scope Continuation Form
• Selection Interview Agenda

Step 6: Construction Phase

• Access Control Agreement for Vendors/Contractors | Request Form
• Contract Change Order | Notice to Proceed | Definitions Memo
• Charter Agenda | Pre-Construction | Construction
• Construction Sign Template | Letter Size | 11X17
• Pre-Construction Meeting | Agenda
• Project Kick Off Meeting | Agenda | Instructions
• Property Certificate of Insurance Request | Form
• Request for Information (RFI)
• Site Visit Report Template
• Substantial Completion Letter

Step 7: Transition, Activation, and Closeout

• Cost Center Closeout Form
• Professional Services Contract Completion Checklist
• Project Assessment Process | Construction Contractor Evaluation | Customer Assessment Form | Professional Services Evaluation 
• Project Closeout Report | Project Closeout Guideline
• Service Matrix
• Transition Meeting Guideline