Renovations (Minor Capital Projects): Burnaby Campus

At Simon Fraser University’s Burnaby campus, projects services are administered by the Facilities Services department.  Projects may be designed and constructed “in house” or by contracted designers and contractors or with a combination of both.

All Minor Capital Projects are initiated through a ‘Project Initiating Form’.

The step by step process for the Burnaby campus community (i.e. faculty and staff) to initiate a Minor Capital Project is outlined below.

Step One

• Customers must complete a Project Initiating Form. This form generally describes the required work, where and when the work is to take place and the customer contact information.
• Customers should email the completed ‘Project Initiating Form’ to fmserv@sfu.ca

Step Two

• Following receipt of the ‘Project Initiating Form’, the Project Services manager will review the form and assign the project to a Building Technologist. 
• The customer will receive email notification that a Building Technologist has been assigned to their project.

Step Three

• Once assigned to the project, the Building Technologist will set up a project file.

Step Four

• The Building Technologist will review the project file with the customer and develop a Project Charter.  The Project Charter formalizes the scope of the project and the customer approval authority. 
• The Project Charter must be signed before the project can move to step 5.

Step Five

• The Building Technologist will develop a Preliminary Estimate based on the Project Charter.  As a rule, the Preliminary Estimate should be developed quickly using historical data of similar projects. However, occasionally the complexity of the project may necessitate the retention of specific consultants to assist in the development of the estimate. Customers must authorize and secure funding for consultants.
• Once the customer receives the Preliminary Estimate, it may be accepted, rejected or put on hold until the customer can secure funding.
  • If accepted, the project moves to step 6.
  • If rejected, the project is closed and the Building Technologist is reassigned.
  • If put on hold, the Building Technologist retains the project file with no further work and continues to liaise with the customer.  The customer will be informed that the Building Technologist may be reassigned and the project may not have the same Building Technologist upon reactivation.

Step Six

• The approved Preliminary Estimate will form the basis of detailed contract documents for project execution. Consultants may be retained to complete contract documents or the work may be completed by the Building Technologist.  This is the Final Estimate phase.  Depending on the scale of the project, quotes or bid results will form the basis of the standard Final Estimate Form.
• Note: All voice /data work is under the direction of Network Services. All Security work is under the direction of SFU Security.

Step Seven

• If the bid results /quotes fall within the limits of the Final Estimate, the customer signs the Final Estimate and provides an account number. The account number will be used to encumber funds from the account to the project account number.
• The Building Technologist awards the contract and establishes a Short Form Contract with the contractor.

Step Eight

• The Building Technologist sends a notice of construction to the affected campus community.
• The Building Technologist monitors all aspects of construction and coordinates issues with internal trades, network services, security, parking, janitorial and operations.

Step Nine

• Contract administration is managed entirely by the assigned Building Technologist.  He/she is responsible for the budget, scope, timing and ultimate success of the project.
• Project invoices are administered by the Building Technologist.

Step Ten

• Upon completion of the project, the Building Technologist will issue a Notice of Completion to the customer and affected internal agencies.  The Notice of Completion includes a deficiency inspection by the client and internal agencies, however, it does not include scope inclusions which may have occurred outside of the project charter.
• The project manager will review the entire project with the client at the completion of construction to determine if:
  • The project is contractually complete including resolution of all deficiencies.
  • The project meets the customer’s goals and objectives. This may be in excess of the contracted scope and may involve additional work to the contract through change orders.