Minor Capital Improvement Program
Minor Capital Improvement Projects are capital projects with an estimated cost between $35,000 and $750,000 or projects under $750,000 that add square footage to the campus. Minor Capital Improvement Projects have some funding restrictions that should be taken into consideration during the planning process.
Minor Capital (Minor Cap) Improvement Process:
Minor Capital Improvements often begin with a Department envisioning a project supporting their mission and program objective. The Department drafts a project description, the reason for the project, and a conceptual project funding plan. The Department reviews the project with their Dean or Vice Chancellor (VC) in order to gain the necessary internal approvals to move forward.
- The Department contacts Design and Construction Mangement (DCM) to help develop and deliver the project. DCM will assign a Project Manager (PM) who will assist the Department with completing the project. The PM plays an important role in the process as the PM works with the Department to prepare the project scope, budget, and schedule. The PM also manages the construction effort.
- The Department collaborates with the PM and provides detailed information about the project. The PM will work with the Department to draft a scope of work, estimate, project schedule, and - in select instances - an Operations and Maintenance of Plant (OMP) cost plan.
- In some instances the project is reviewed by the Campus Project Review Group (PRG). The PRG reviews the project and identifies any coordination or aesthetic issues affecting the project. The PRG may make recommendations to assist with the delivery of the project; and any PRG recommendations will be integrated into the project by the PM.
- The project will then go to the Chancellor's Commitee on Planning & Design (CCPD) for design approval. (Note: all Minor Capital Improvement Projects must go through CCPD, but if a Minor Capital Improvement does not have an aesthetic issue it need not go through the PRG.)
- The PM then assembles the cost estimate, scope of work, schedule, and Minor Capital Improvement Form and submits the project packet to the Department.
- The Department reviews the Minor Cap project packet, adds the justification and funding account information to the Minor Cap Form, and advances the form for signature of their respective Dean, Vice Chancellor, Assistant Dean, or Assistant Vice Chancellor. It is important that the Department work with their Dean or VC office to identify the funding source, as inadequate and inappropriate funding results in the project not being approved in a timely manner.
- Once the Minor Cap Form is completed, the Department returns the Minor Cap project packet to the PM who forwards the packet to Capital Program Management (CPM). CPM reviews the Minor Cap project packet ensuring accuracy and consistency with campus policies and priorities as well as State environmental requirements. CPM will also review the packet to ensure that an appropriate OMP cost recovery plan is in place for those projects for which an OMP cost recovery plan is required. CPM also reviews the Minor Cap submittal for appropriate and adequate program justification, account information, and funding.
- Once fully reviewed, CPM prepares an approval letter authorizing expenditure of funds for the proposed project. Once the letter is approved and signed by the Vice Chancellor of Resource Management and Planning, CPM transmits the approval letter to the Department’s Dean or VC office, DCM, and to Project Accounting.
- Project Accounting will process the necessary transfer of funds and the project can begin. The PM will help manage the completion of the design, any construction documents, construction bids (if necessary), and completion of the project.