Rice Unconventional Wisdom

Questions? Contact:

Ana Ramirez
anar@rice.edu
713-348-5343

Welcome!

Welcome to the FY 2017 electronic Annual Capital Budget process. Ana Ramirez, Director of Project Planning, Kathy Jones, Associate Vice President, Facilities Engineering and Planning, and Pat Dwyer, Executive Director for Space Management will meet with school and division department heads to discuss potential projects and to review the format for submitting Facility Budget Requests (FBRs) to those new to the campus and new to the process.

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Intro

Traditionally there have been many more annual capital budget requests than could be supported from available university funds. As a result, only the top priority requests from each school and division are investigated and priced. The Budget Committee closely scrutinizes the highest priority items. Therefore, actively screen all potential projects and forward only the top candidates in priority order.

The expectation that a 15% funding contribution be made for each project from each school and division will continue this year. Please designate the fund/org for local contributions for the Funding Source as requested on the request template. The capital budget list is limited to projects that exceed $50,000.

FY 2017 CAPITAL BUDGET PLANNING SCHEDULE

Date Activity
September 2, 2015 Kick-off letter to campus announcing start of FY 2017 Capital Budget process.
September 2 - October 2, 2015 Project development meetings scheduled with each school and division, as necessary, to discuss project(s) likely to be requested; identify major planning issues.
October 2, 2015 Deadline for all FBRs.
October 5 - October 9, 2015 Compilation of list and follow-up questions to requestors.
October 12 - November 30, 2015 Facilities Engineering & Planning/ Project Management and Engineering staff work with designated client representatives to define scopes of work and establish cost estimate(s). NOTE: Deadline for all requests is November 30, 2015.
Week of October 19, 2015 First review of capital project requests (Provost, VPA, VPF, FE&P).
Week of November 30, 2015 FE&P distributes documentation on cost estimates for academic requests and Deans meet individually with Provost to discuss requests. Site visits for proposed requests scheduled with the Provost, if necessary. Vice President for Administration is briefed on all non-academic requests.
December, 2015 As necessary, update project scope and pricing changes from Provost review.
January, 2016 Review Committee in-depth review of capital project requests.
February, 2016 Recommended list finalized and shared with schools and divisions.
March, 2016 Presentation of the FY 2017 annual capital budget to the Building and Grounds Committee. The B&G recommends approval of the annual capital budget by the Board of Trustees at the March Board meeting.
March/May, 2016 Communicate results of Board action.

Format for Requests

Please submit requests using the Annual Capital Budget Web-site. The deadline to submit requests is Friday, October 2, 2015.

Request Template: The request template has been formatted to summarize important information on potential projects. Potential projects are evaluated on such factors as cost, benefit, alternative solutions and the consequences of not doing the project. Tool tips have been included in the request template to assist in identifying this additional information.

Estimates: Facilities Engineering and Planning (FE&P) staff will work with designated contacts to confirm requirements and to develop cost estimates.

Meetings: Ana Ramirez, Kathy Jones, and Pat Dwyer will meet with school and division department heads to discuss potential projects and to answer any questions about the FBR submittal process. Rene Salinas (Extension #5121; lrs5@rice.edu) will be calling to arrange these meetings to take place sometime during the month of September. If it is not necessary to meet, please contact Ana Ramirez.