Capital Projects Submissions Documentation

The Capital Projects Request Form is an electronic HEI submission. Instructions on who to contact to obtain access to HEI and on how to submit the form can be found in the Using the HEI Electronic Capital Project Request Form document. 

The data in this form are the heart of every capital request, so care should be taken to identify what work is to be done and to apply reasonable cost estimates for each of the elements of work to be performed.  Since project requests for the first biennium may result in actual appropriations, even more care must be given to estimating construction costs.  Considerable attention must be given to devise as realistic a program plan as possible in order to determine just what work will be required to achieve that plan.  When a request is submitted, a project recommended for funding, and an appropriation made, a great deal of reliance is placed upon the project cost estimates.  In past years, the state insisted on sound estimates so that it would not have to expand its commitment in another cycle to complete the project.  In the new capital system, campuses have their own reasons to want good estimates before committing to a project.

We understand that the mix of work elements in a given project may skew a cost per square foot calculation, however, include all construction costs on either the "new" or "renovation" lines.  As supplemental information, if such skewing occurs, you should submit a recap which breaks out construction elements in more detail (e.g., elevator, asbestos removal, etc.) to depict why the cost per gsf appears to be unduly low or high.  Do not include construction costs on the "other" line.

The capital projects submissions form is required for individual project requests for the first biennium only.  In lieu of submitting individual project requests for the 2nd or 3rd biennia, a campus may use the State Funded Capital Request Summary, with a brief description and total cost estimate for each project (see Guidelines).  Do not submit this form for reappropriation funds, instructional equipment normally acquired through the statewide equipment appropriation, or for basic renovations projects if only the formula amount is being requested.

Data Definitions and Descriptions: When filling in the Capital Project Request form, please be sure to follow the definitions provided below.

Institution and Campus - Pick an institution and campus from the dropdown box.

Capital Biennium - Select biennium for which funding is sought.

Line Item Number - Enter the appropriation line item (ALI) number in the form of CAP-xxx as already established in CAS. If number has not yet been established, ignore this field.

Previous Project Request Numbers - This item is a read-only field. It will be assigned an existing project request number automatically if you choose to re-submit a project request from a previous period. A new option has been added to the Capital Planning Web Pages where you can choose to submit a 'New Request' or 'Resubmit From Previous Period'.

Project Title - This must be brief, yet sufficiently descriptive so that the reader may grasp the basic nature of the work. Try to be building and project-type specific, if possible.   For example: Ivy Hall Roof Renovation; Chips Road Rehabilitation.  We reserve the right to modify project titles to establish consistency throughout the total plan.

Priority - Assign a priority ranking to the project using a numeric scale with 1 as highest; separate rankings should be made for each biennium.

Description - Provide a brief project description. This should focus on the PROJECT SCOPE or WHAT is to be done (not WHY).  Be as specific as possible.  Try to describe the essential work and tasks to be done in up to four lines.

Project Type Group A and Group B- Refer to the definitions to classify each project.  Each project can be classified by checking elements shown in groups "A" and "B" on the form.  Select one item from Group A and as many items as apply in Group B.  Normally, a project will fall clearly into a single classification, however, it is possible that more than one type can apply; if so, check that project type which is PREDOMINANT in terms of relative construction costs (e.g., a rehabilitation project may have some incidental water line work, yet it should be classed as a rehabilitation project.).

The 'unselect' button should be used only when the request form is not yet being submitted to Regents, i.e. the request form is being temporarily saved. You will not be able to submit the form to Regents if a selection from Group A has not been chosen.

Summary of Changes in Project Type Group A -

• Type 'Property' has been changed to 'Site Development / Land Acquisition'.
  
• Types 'Renovation' and 'Rehabilitation' have now been combined into 'Renovation'.
  
• Type 'Equipment/Technology' has been modified to 'Capital Equipment'. 
• New types such as 'Combination New Construction & Renovation' and 'Planning' have been added.

Group A Categories:

• New Construction - A capital improvement that consists of the construction of a new, freestanding facility or structure or the addition to and existing facility or structure.  New building construction may be the replacement of space, in which case the project is accompanied by a concomitant razing or elimination of space or it may be a net addition of facilities.
  

• Renovation - A renovation project may relate to utilities or to buildings.  If space is reconfigured as part of the project, a net addition in assignable space may result, but normally the added space will be minimal.  For a renovation project, movable equipment and furnishings may be included only if incidental to the renovation work.  A project scope consisting predominantly of furniture or movable equipment replacement is not considered renovation.  Constructing a new building or addition is not considered a renovation project.
  

• Combination New Construction & Renovation - Choose this project  type when the renovation of a building is combined with an addition to the same building.

• Site Development / Land Acquisition (formerly Property) - May include the acquisition of land and/or structures or the clearance and demolition to prepare for construction of structures and improvements to land such as grading, draining and landscaping.  A net gain in space used for instructional purposes may result.

• Capital Equipment (formerly Equipment/Technology)- May include instructional and data processing equipment, research equipment, or moveable equipment as limited by the capital guidelines listed in the most recent version of the Capital Bill (To see the current Capital Bill number please refer to the Allowable Capital Expenditure Guidelines. And to see the entire text of the bill please follow this link to legislative search tools. This link can also be reached via the State of Ohio website under Government, Ohio Legislative Branch, Legislative Search tools.).
  

• Planning - This includes planning projects that support building renovation and replacement. Please provide as much information as possible in the section 'Project Description and Justification'.
  

Special Project Information :

• Energy Conservation - This box should be checked if a project or a project component is intended to increase the energy efficiency of the building or facility.

• Legally Mandated - This box is for projects that are the result of a legal mandate. Examples of legally mandated projects may include EPA-related, handicapped access and court-ordered capital improvements.
  

• Community Project - These are projects that are partially or fully-funded by state appropriations, but will be owned by the local community.
  

• Life & Safety - Life and safety projects must address imminent threats to the health and safety of Ohio's citizens. Projects that are needed to correct safety code violations or protect against asbestos exposure are possible examples of life and safety projects.

• ADA - This box should be marked only if the project is being requested exclusively to comply with the requirements fo the Americans with Disabilities Act.
  

Estimated Project Target Dates :
NOTE : This section needs to be filled only if the project request being submitted is for the first biennium in the chosen six year biennia period.

Estimate :

•  the month and year that contracts for the project will be awarded;
  
•  the month and year that construction will be completed; and
•  the month and year of full operation of the project.

Building Number(s) - This number should correspond to the number reported by your institution's facilities data reporter in the Physical Structure Inventory (PS) file. Directly above the Building Number(s) field is the list of buildings that was provided by your institution's facilities data reporter. Each line of data includes the campus, building name and (if applicable) addition name. These buildings correspond to those submitted in your most recent PS file. If you select a building, the building number will automatically be inputted into the building number(s) field. To select multiple buildings, hold down the control key as you select the buildings. If the project is new, scroll to the end of the list and select "NEW BUILDING."

Note: The Building Identification box contains five (5) items. The first 4 letter code is the campus code for each building. Next is the building name as it appeared on your physical structure inventory. After the building name you will see physical structure identifier (also known as the building number). The next item is the addition name (if applicable, often this will be NA for Not Applicable). After the addition name the addition code will appear (this is also often NA).

Project Costs -

Design Planning - This field now combines all architect & engineering fees, including basic design (allowances for drawings, bids and specifications and other "routine" design costs standard to any project), interior design services, audio/visual design services, special studies, environmental surveys/analysis and reimbursables/change order fees.

State Architect and Local Administration Fees - These two fields have now been separated. Please provide estimates for both fees. State Architect Fees are applicable for locally administered projects receiving greater than $4 million in state funds or for projects administered by the State Architect's office.

Hazardous Material Abatement and Telecommunications/Data Wiring - fields have now been removed. The information received from these fields in the 2005-2010 biennia period have been moved into the Other category.

Site Acquisition/Development  - For acquisition: include only the costs to purchase property, including attendant legal and other fees. For development:  include costs to clear property prior to construction and other site improvements such as grading, draining, or landscaping.  If the project were only a site development project, all "construction" costs would be shown here (e.g., grading, installing storm drainage, seeding and landscaping athletic fields).  Costs for projects which include draining, paving, reconstructing roadways, parking lots and tennis courts are not included in this item but should be included in the construction cost lines.

Movable/Fixed Equipment - Show costs for new permanently attached equipment, such as elevators, fire protection systems, lighting, and HVAC and/or new movable equipment and furnishings that will be necessary to equip a facility once construction is complete.  Since it is assumed that space renovation, rehabilitation or addition projects will require some movable equipment to make the space ready for use, if no movable equipment is required or if equipment already on hand will be used, please note in the form narrative.

Construction - include dollar costs per gross square foot (GSF) for renovation (or rehabilitation) work and new construction. This field has now become a read-only calculated field. The construction field is the sum of (Renovation Square Feet * Renovation cost) and (New Construction Square Feet * New Construction Cost). Institutions must provide complete figures for renovation and/or new construction (i.e. square feet and cost for each) as applicable.  

Other - Include miscellaneous costs such as advertising or costs which may be peculiar to the project.  Do not include construction costs (e.g., new elevator, etc.).

Contingency - This item should only be for unforeseeable expenses such as job conditions which require change orders.  Calculate the contingency as a percent of TOTAL CONSTRUCTION costs.  Do NOT include a contingency allowance in the construction cost estimates.

Percent for Art - For a projects receiving an appropriation over four million dollars in a capital biennium, (with certain exceptions), one percent of the total construction budget will be added for the Ohio Percent for Arts Program.  This allocation is for the administration, commissioning, or purchase of artwork.

Inflation - Historically 3-3.5% per year of the total project budget.

Total Estimated Project Costs - The sum of all categories and should equal the sum for "Total Project Funds."

Source of Cost Estimate - Indicate your method for determining costs. For example, R.S. Means Construction Cost Guide, A-E Estimate, or In-House Estimate.

Project Description and Justification - This page should contain a narrative statement describing the project.  Focus first on WHAT the project will entail and second on WHY the project is necessary. Past practice has been to use some of this narrative for approved projects not only in the published Board of Regents Capital Plan, but also for Controlling Board release requests; careful wording now can save time and effort later. Estimate the annual operating costs of the facility and identify the source of funding. If applicable, list the existing versus proposed utilization percentages. Please respond to the following questions if applicable. If this project involves expansion, is the expansion related to programmatic growth?  How is new construction justified, compared to reprogramming, renovating or reassigning existing space?

Also, indicate any linkages between this project and other projects either in progress or planned, such linkages should be fully explained.  This description should be sure to point out instances where sequencing of projects is necessary or a "domino" effect will result.

There is an additional question to be answered for projects which impact space and space utilization.  The first asks if there will be any reductions in space proposed which would offset additions to space.  If yes, please identify what percentage of an existing building will be replaced by the additional space.  Identify which building or buildings identified as having some space going off-line or being demolished because of the project.