Welcome!
Welcome to the FY 2022 electronic Annual Capital Budget process. Ana Ramirez, Director for Project Planning, Keith Autry, Director for Project Management, Pat Dwyer, Executive Director for Space Management and Larry Vossler, Senior Project Manager 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 2022 CAPITAL BUDGET PLANNING SCHEDULE
| Date | Activity |
| August 28, 2020 | Kick-off letter to campus announcing start of FY 2022 Capital Budget process. |
| August 28 - September 25, 2020 | Project development meetings scheduled with each school and division, as necessary, to discuss project(s) likely to be requested; identify major planning issues. |
| September 25, 2020 | Deadline for all FBRs. |
| September 28 - October 2, 2020 | Compilation of list and follow-up questions to requestors. |
| September 28 - November 20, 2020 | 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 20, 2020. |
| Week of October 12, 2020 | First review of capital project requests if necessary (Provost, VPA, VPF, FE&P). |
| Week of November 23, 2020 | 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. |
| Nov & Dec, 2020 | As necessary, update project scope and pricing changes from Provost review. |
| Dec 2020 & Jan 2021 | Review Committee in-depth review of capital project requests. |
| February, 2021 | Recommended list finalized and shared with schools and divisions. |
| February 24, 2021 | Presentation of the FY 2022 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 February Board meeting. |
| February/May, 2021 | 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, September 25, 2020.
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, Keith Autry, Pat Dwyer and Larry Vossler 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.
Annual Capital Budget Review Process
