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Facilities Planning

Chapter 7830
Revised June 24, 2003; August 3, 2017

Table of Contents

.010 Campus Planning and Project Management
.020 Definitions
.030 Small/Medium Projects - Project Decision Process and Implementation
.040 Large Capital Projects - Project Decision Process and Implementation
.050 Exterior Campus Improvement Projects
.060 Campus Planning and Project Management Internal Fee Schedule
.070 Questions

Related Material

.080 Capital Project Process Flow Chart (pdf)

.010 Campus Planning and Project Management

Campus Planning and Project Management (CPPM) is the campus conduit for all professional planning, design and construction services at Kansas State University. The department is led by the Director of CPPM and is composed of six broad and overarching areas of service.

  • Small/medium projects: small projects under $250,000 and medium projects under $1,000,000
  • Large capital projects: projects $1,000,000 or more
  • Building code, ADA/universal accessibility and fire and life safety compliance
  • Campus space management, space inventory and project archives (see PPM Chapter 7850)
  • Campus master plan implementation and overall campus project integration
  • Exterior campus improvement projects

Primarily focused on project planning and management tasks, the department is composed of a broad range of professional experts including architects, engineers, interior designers, space management specialists, draftspersons, construction coordinators and archivists. Projects at Kansas State University are facilitated through the process of project delivery most often utilizing outside professional architects, engineers, technical consultants, construction managers and contractors according to the requirements of the University, Kansas Board of Regents and the State of Kansas.

The Associate Vice President for Facilities and University Architect has a statutory responsibility to serve as the agency representative in all planning, design and construction contractual procedures and is responsible for coordinating with the Kansas Board of Regents and State Department of Administration the administration of all minor and major renovation, alteration, remodeling or new construction projects. This is inclusive of all University projects throughout the state. The Director of CPPM is appointed as the building codes enforcement official for all capital projects.

Capital improvement request (5-year capital project list)

All large capital improvement projects constructed on state-owned property or in state-owned facilities, regardless of funding source, including agency and gift funds, must be included in the Kansas State University capital improvement project request (5-year capital projects list) submitted to Kansas Board of Regents and State of Kansas Division of Budget annually. This includes all projects on each K-State campus and University property at any location.   

The Associate Vice President for Facilities and University Architect and Director of CPPM are responsible for compiling the information for the University capital improvement project request. The Vice President for Administration and Finance is responsible for President and President's Cabinet approval and submits the request to the Kansas Board of Regents by March 1. Projects not submitted during the regular budget cycle may be submitted through the Vice President for Administration and Finance to request Regents' approval to amend the capital improvement project list once President and President's Cabinet approvals are obtained.    

All large capital projects, regardless of funding, require the approval of President’s Cabinet, the President, the Kansas Board of Regents, the Department of Administration and the State of Kansas Joint Committee on State Building Construction. 

All medium projects, regardless of funding, require review by the Department of Administration and the Kansas Board of Regents Director of Facilities and all small projects, regardless of funding, may require review by the Department of Administration.

.020 Definitions

State Funded Projects

State funded projects are projects totally or partially funded from state general fund, tuition, restricted fees or other university revenue and private gift funds. For state-funded projects, the University is statutorily required to procure architectural/engineering planning and design services through Department of Administration negotiating procedures. Construction services for large capital projects can be procured either through a competitive bidding procedure through the State Office of Procurement and Contracts or through the Construction Manager at Risk procedure through the Department of Administration. Construction services for small/medium capital projects can be procured through the Division of Facilities construction team, University on-call contractor or through a competitive bidding procedure through the State Office of Procurement and Contracts.

Large state funded projects are required to follow the seven-step process outlined in PPM Chapter 7830.040. Small/medium state funded projects are required to follow the five-step process outlined in PPM Chapter 7830.30.

Foundation Funded Projects

Foundation funded projects are projects totally funded with private funds and/or gifts. If projects include any funding source in addition to private funds and/or gifts, such as restricted fees, tuition, or grants, projects are considered state funded projects and the processes for state funded projects apply.

Large capital Foundation funded projects, whether new construction or renovation, to be constructed on state-owned land or in state-owned facilities require President and President's Cabinet approval, Kansas Board of Regents approval and the prior advised consultation with the State of Kansas Joint Committee on State Building Construction. Large capital Foundation funded projects are required to follow the seven-step process outlined in PPM Chapter 7830.040.

Small/medium Foundation funded projects, whether new construction or renovation/remodeling, to be constructed on state-owned land or in state-owned facilities may require Kansas Board of Regents director’s approval (projects between $250,000 and less than $1 million) but do not require consultation with the State of Kansas Joint Committee on State Building Construction. Small/medium Foundation funded projects are required to follow the five-step process outlined in PPM Chapter 7830.30.

State statute authorizes the KSU Foundation, for projects 100% funded with private funds and/or gifts, to procure and execute architectural or engineering agreements and construction contracts, after review and approval by the University Architect and Vice President for Administration and Finance. The Foundation is not obligated to follow the architectural and engineering selection or competitive bidding process as directed by the Department of Administration. However, at the request of the Foundation, the University Architect and Director of CPPM will assist in facilitating a jointly collaborative and openly transparent request for proposals for both professional architectural and engineering services selection and construction delivery. All design, construction documentation and execution of the work must meet university and state standards, as determined by the University Architect, the Office of CPPM and Department of Administration.

Alteration is changing the internal arrangement or other physical characteristic of an existing facility so that it may be effectively used for a current or new purpose. In many instances, approval to proceed is needed from various state authorities. Renovations/alterations are funded through a variety of funding sources including, but not limited to, university general use funds, the Repair and Rehabilitation allocation, departmental cash balances, gifts and in-kind contributions.

Capital (improvement) project relates to new construction or major renovation or alteration of a facility or grounds. Large capital (improvement) projects are projects that cover a whole or large part of a building or area and include construction costs at $1,000,000 or more, regardless of funding source, including new buildings, remodeling or alterations, annual maintenance and utility projects. Small projects are construction projects with construction costs less than $250,000 and medium projects are construction projects with construction costs less than $1 million. 

New construction is the construction of a new facility or the addition, expansion or extension of an existing facility that adds to the building's overall external dimensions. These projects obligate the University for increased utility, operating and maintenance costs and add physical space to the campus.

Renovation/remodeling is the total or partial upgrading of a facility or grounds that results in a change to the existing building (structure) or uses in the building to higher standards of quality, efficiency or compliance with the latest building codes as per Kansas statutes than originally existed. 

.030 Small/Medium Capital Projects - Project Decision Process and Implementation

Step 1. Concept scope – request for estimate

The requestor (vice president, dean, department chair or assigned building manager) submits a general concept and proposed scope of work in the form of an Estimate Request to the Facilities Service Desk (see PPM Chapter 7810.050).

Step 2. Needs assessment/opinion of probable cost

Project is assigned to a project manager within the CPPM department. Project manager meets with the requestor to complete a full project scope assessment based on the requestor’s concept scope and assists in the development of preliminary concept plans and general scoping notes for the project as needed to produce a high level budgetary opinion of probable cost. The project is also evaluated for feasibility and compatibility with the building structure, mechanical and electrical systems, the overall campus plan and applicable codes/regulations. It should be noted that this step is not intended to produce instruments of service suitable for bidding and construction. Some project scopes will require the assistance of an on-call architect/engineer to aid in the completion of feasibility and compatibility with the existing building structure, mechanical, electrical, plumbing or life safety systems. If an on-call architect/engineer is required, the costs of their services will be the responsibility of the requesting department. The requesting department will be required to provide funding source information prior to procurement of on-call architect/engineer services. This step is typically completed within 30 calendar days.

Step 3. Estimate returned to requestor (stakeholder) for review and approval.

Once an estimate is completed, the CPPM project manager will discuss the scope and opinion of probable cost with the requestor. The scope and opinion of probable cost are the two elements used to establish the project budget. If the requestor wants to move implementation of a project into a full design and construction project delivery process, the following steps need to be completed:

  1. The requestor obtains the necessary approval from department head, dean or vice president/provost on the Estimated Project Budget form.
  2. Funding source (FIS project) is identified and written authorization is provided to the CPPM project manager.

Step 4. Design

For projects with a total project budget greater than $250,000, the CPPM will prepare and forward the Kansas Board of Regents director’s approval request. Projects are reviewed for compliance by the CPPM Director and Associate Vice President and University Architect prior to submission to the Office of the Vice President of Administration and Finance for Kansas Board of Regents approval. CPPM, as applicable to each project, will request and have construction accounts established and will establish communication and follow processes required by Department of Administration.

CPPM will coordinate the procurement of architectural/engineering services with Kansas State University on-call architect/engineer contracts for the design and production of instruments of service (plans and specifications) suitable for bidding and construction. On-call architect/engineering services shall be through the CPPM Director. Establishment of on-call architect/engineer services is the responsibility of the University Architect or CPPM Director through State Department of Administration procedures.

All on-call architect/engineer services shall comply with State Department of Administration and Office of State Fire Marshal (OSFM) requirements for submission and approval by those jurisdictions. All code footprints and temporary egress plans shall be reviewed by CPPM prior to submission to OSFM.  CPPM will submit code footprints and temporary egress plans to representatives of OSFM for review of compliance and acceptance.

Plans and specifications prepared for bidding and construction shall be reviewed by CPPM and the Facilities department prior to submission to the State Department of Administration. Upon review completion, CPPM will coordinate submission of plans and specifications to State Department of Administration for their code compliance review and building permit issuance.

Step 5. Construction

The requesting department has three options to complete the project.

  1. Facilities construction team: Based on current construction team project schedule and desired stakeholder timeline, the work may proceed on a "time and materials cost" basis. The requesting department shall submit a Work Order Request including the FIS project to cover related costs based on the agreed to scope and estimate established in Step 4. The department will receive a monthly billing during the progress of the work.

  2. On-call contractor: CPPM project manager initiates construction services procurement through university on-call contractor contracts and the University Purchasing Office. Use of Facilities on-call contractor contracts are to be coordinated through CPPM Director and project managers.

  3. Advertise and bid the project: State Department of Administration will manage the bidding processes and will award the construction contracts based upon the University recommendation.
.040 Large Capital Projects - Project Decision Process and Implementation

This process ensures review and approval by the University President and President's Cabinet for conformity with University physical plans including the 2012 Campus Master Plan, the 2015 North Campus Corridor Master Plan, other campuses master plans and University strategic plan. All projects costing $1,000,000 or greater shall follow seven steps: 

Step 1. Concept inception by university division, department or functional unit

A stakeholder, typically in the form of faculty, staff, department chair or dean, identifies current university facilities as inadequate to satisfy current and/or anticipated program requirements. New or renovated facilities appear to provide a viable remedy. If the dean or director of the college or unit determines the potential large capital project concept viable, it shall be submitted to their respective provost and senior vice president, vice president or President’s Cabinet member for discussion. If the unit head supports the project as consistent with university priorities and the University strategic plan, the project shall be forwarded to CPPM for an early opinion of probable cost. 

Step 2. Early opinion of probable cost

All opinions of probable project cost reference total project cost. There are typically three key areas CPPM looks at when developing an opinion of probable project cost.

  • General project scope: Assessment of high-level area needs and building type of what is proposed to build or renovate plus building systems and support infrastructure not already in place. General scoping notes are produced and, if a renovation, the project is preliminarily evaluated for potential feasibility and compatibility with the building structure, mechanical and electrical systems and potential applicable codes/regulations.
  • Market value of the given scope: Most often defined by dollars per gross square foot of comparable projects.
  • Project time frame: Used to forecast bid market, inflation and construction planning.

Working through the Director of CPPM, a project manager is assigned to lead the process of arriving at an early opinion of total project cost. Working with the originators of the project concept, the CPPM project manager will ascertain a high level project scope with a targeted gross square foot, a target project cost/gross square foot based on current market value and a high level total project opinion of cost. In addition, a timed schedule of cost based on projected inflationary information into future years will be developed. Once complete, the information is provided to the originators of the concept and their respective unit head. The provost and senior vice president, vice president or President’s Cabinet member determines if the large capital project concepts moves forward. 

Step 3. Needs assessment

Provost and senior vice president, vice presidents and President's Cabinet members are responsible for presenting large capital project concepts to the President’s Cabinet. The President’s Cabinet shall assess the project concept and probable cost to evaluate overall need and consistency with campus strategic plan documents and feasibility of funding. If Cabinet members and the president support the concept and determine it is in agreement with the campus strategic and master plans, the concept shall be forwarded to the Campus Planning and Development Advisory Committee (CPDAC) for review and conformance with the appropriate campus master plan. If private funding is recommended to support the project, the concept shall be forwarded to the KSU Foundation for a project feasibility plan to be completed. The CPDAC will report their findings and recommendations to the Vice President for Administration and Finance who will relay the information to Cabinet. The Provost and Senior Vice President will report to cabinet the outcome of the KSU Foundation project feasibility plan. President’s Cabinet will determine the capital improvement projects that are submitted on the capital improvement project request and those concepts that move forward for programming.

Step 4. Programming

CPPM shall provide leadership and professional assistance to the stakeholder in preparation of large capital project program statements and budgets in a format consistent with Kansas Board of Regents capital improvement requests and Department of Administration procedures. All program statements completed for submission to the Kansas Board of Regents shall contain the following minimum elements:

  1. Introduction
  2. Project budget and funding sources
  3. Project schedule
  4. Space projections
  5. Space summaries
  6. Space descriptions
  7. Discussion of the impact the additional space will have on overall campus space inventory and master plan
  8. Yearly reoccurring utilities, operational and maintenance costs
  9. Clearly identified source of funding for such operation costs (or a state that such will not be required)

Large capital projects or specialty projects beyond the expertise of the CPPM may require outside professional consulting services to fully prepare the documentation for submission to the Kansas Board of Regents and the department will be responsible for the programming cost. Once an appropriate funding source (FIS project) is identified, the CPPM Office and University Architect will assist in the procurement of professional consulting services.   

Outside program consultants hired to prepare program statements shall be selected by one of the following methods:

  • Foundation funds: Selection by RFP and interview process conducted jointly by University Architect and KSU Foundation staff. If the project is anticipated to include funding sources other than Foundation funds, the procurement of the outside services must be coordinated through CPPM and may not be directly procured through Foundation.
  • State funds: Selection of architect/engineer or on-call programming consultant through the Department of Administration

Note: For projects through the Department of Administration selection process, an option may be included in the state program statement advertisement allowing a continuation of the same design team into full design delivery upon written approval and availability of project funding.

In addition, the program consultants may be hired to prepare fundraising or other promotional materials at the request and direction of the stakeholder and/or KSU Foundation partners in parallel with the production of a formal program statement. This work may be included in the scope of services requested for an additional cost.

Step 5. Program statement approval

Once the program statement is completed, the responsible cabinet member will present the program statement to the President and President’s Cabinet for approval.  

Large capital projects shall be presented to the University Budget Advisory Committee for review and input, and consideration of funding for the project and on-going maintenance operation costs. 

Once approved by President's Cabinet and the President, the Vice President for Administration and Finance will submit the program statement to the Kansas Board of Regents and amend the capital improvement request to include the project in the current fiscal year.   

Step 6. Design

Any new campus buildings approved to proceed into design requires the CPPM project manager to request a new building number, the establishment of construction accounts from the Administrative Support Center and the establishment of communication and processes required by the Department of Administration. For both funding options, a CPPM project manager will provide leadership and coordinate reviews and required campus and state approvals.

State Funds

Procure architectural/engineering planning and design services through the Department of Administration (see note in Step 4 regarding A/E continuation option). Development of plans to follow Department of Administration policies and procedures for review and approval. Additionally, submittal and approval by the Kansas Board of Regents architect at design development is required prior to preparation of final plans.

Foundation Funds (if any funds other than Foundation funds, follow state fund option)

Selection through RFP and interview process conducted jointly by University Architect and University Foundation representative.

After approval of preliminary design, the architect/engineer prepares final plans and specifications. Note: submittal and approval by Kansas Board of Regents architect at design development is required prior to preparation of final plans.

Final plans and related documents shall comply with State Department of Administration and Office of State Fire Marshal requirements for submission and approval by those jurisdictions. All code footprints and temporary egress plans shall be reviewed by CPPM and University Fire Marshal prior to submission to OSFM. CPPM will submit code footprints and temporary egress plans to representatives of OSFM.

Plans and specifications prepared for bidding and construction shall be reviewed by CPPM and the Facilities department prior to submission to the State Department of Administration. Upon review completion, CPPM will submit plans and specifications to the State Department of Administration for compliance review, building permit issuance and release for bidding.

Step 7. Construction

The assigned CPPM project manager is responsible for construction delivery and maintaining schedules, coordination of contractors with departmental leadership staff and project budget management with support from Facilities teams and leadership from the Director of CPPM. If the project scope of budget increases more than 10 percent, the Vice President for Administration and Finance will be immediately notified so the revised project scope and budget may be presented to the President’s Cabinet and Kansas Board of Regents for additional approval.

Construction of large capital projects are statutorily procured as follows:

State Funds

State of Kansas statutory preference for project delivery is through traditional design, bid, build construction delivery methodology as noted in Department of Administration policy and procedures. Major construction delivery milestones per this method:

  • Department of Administration (OFPM and Office of Procurement and Contracts) coordinates the statutory competitive bidding procedure.
  • Department of Administration prepares construction contracts at the recommendation of the University.
  • Inspections by Department of Administration and OSFM occur on a regular interval during construction.
  • Construction is completed. 

Alternative construction delivery methods (Construction Manager at Risk and Design Build) may be requested by the Associate Vice President for Facilities and University Architect for approval by SBAC per Department of Administration policy and procedures. These alternative delivery methods should be identified during the programming stage and process implementation should occur early in the design process.

Foundation Funds (if any funds other than Foundation funds, follow state fund option)

At the request of the Foundation, the University Architect and Director of CPPM will assist in facilitating a jointly collaborative and openly transparent RFP for construction delivery. Inspections by Department of Administration and OSFM occur on a regular interval through construction.

Building commissioning and one year warranty period is led by Facilities operations team, the Director of Maintenance and the Assistant Vice President Facilities Maintenance and Engineering.

.050 Exterior Campus Improvement Projects

All landscaping projects, including projects from volunteer groups desiring to contribute to the aesthetic appearance of the university campus, shall obtain project approval from the Associate Vice President for Facilities and University Architect and the projects will be coordinated through the Director of CPPM and the Director of Facilities Services. 

.060 Campus Planning and Project Management Internal Fee Schedule

Facilities Campus Planning and Project Management is responsible for providing professional assistance in the development of plans for the repair, renovation or new construction of physical facilities at Kansas State University. Included in these responsibilities are architecture, engineering, landscape architecture and planning services. The basic parameters of these responsibilities are defined by Kansas Statutory Laws, Kansas Administrative Regulations and the Policy and Procedures Manual of the Department of Administration.

In addition to providing routine general information on physical facilities, it provides varied levels of more detailed and specialized professional planning, design and/or construction services for which it has a set fee or fee schedule. Examples of services and fees are:

  1. Assistance for preparation of project documentation, including program texts with scope definition and preliminary budgets may be provided by the Planning office at no charge. Certain types of project programming may require outside consulting services for which there may be a fee.

  2. Capital project program statements and budgets, in a format consistent with Board of Regents Capital Improvement Requests, may be prepared by the CPPM office at no charge. Certain types of consulting services may be required to fully prepare the documentation for submission to the Regents or Legislature for which there may be a fee.

  3. Other project services will be provided on an as needed basis. Proposals for these types of services will be provided in the following formats as required by each type of project:
    • a set fee (see schedules below),
    • direct cost (time and materials basis) or
    • for unique projects, fees may be negotiated, on a mutually agreed upon basis, in conformance with K.S.A. 75-1263.

  4. A properly completed Interdepartmental Requisition, or other written authorization, identifying fund source and amount is required prior to the initiation of such projects.

  5. Regardless of project type, changes to the approved initial project scope will warrant additional interdepartmental requisition or authorization reflecting the added cost.

The set fee schedule used by CPPM is as follows:

Programming/schematic/preliminary design services fees

Project CostStudy Fee
$0 - $ 10,000$0 - $250
$10,001 - $ 50,000$ Time and Materials basis
$50,001 - $100,000$ Time and Materials basis
$100,001 - $500,000$ Time and Materials basis
Over $500,000$ Time and Materials basis

Presentation materials provided on a time and materials basis.

Construction documents fees

Project CostDesign Fee
Up to $5,000$500
$5,000 - $50,000$500 + 7% over $5,000
$50,001 - $100,000*$3,650 + 6% over $50,000
$100,001 - $500,000$6,650 + 5% over $100,000
Over $500,000**Fees determined in conformance with K.S.A. 75-1263

*Engineering projects over $100,000 must be designed by outside engineering consultants.

**Architectural projects over $500,000 must be designed by outside architectural consultants.

If schematic designs have been previously prepared by Facilities Planning, those charges will be deducted from the construction document fee. Construction administration services will be provided at no additional charge if projects are constructed.

Presentation materials will be provided on a time and material basis.

Due to internal production schedules and the availability of the professional staff, CPPM may elect to utilize the design services of "on-call" architects or engineers retained by the University. Facilities CPPM will facilitate and administer such arrangements. All related Facilities CPPM and consultant fees will be charged to the project if this option is chosen. Time and material charges will be based on established billing rates and actual material costs (including related overhead charges). In as much as the fee structure for any project can vary widely, guidelines must be made on a project by project basis. The Director of CPPM will assist any department and agency in determining anticipated fees when requested.

Administrative fees for projects designed by outside consultants

Project CostAdministration Fee
$0 - $10,000$500
$10,001 - $250,000$500 + .8% over $10,000
$250,001 - $1,000,000$2,420 + .6% over $250,000
$1,000,001 - $10,000,000$6,920 + .4% over $1,000,000
Over $10,000,000$42,920 + .2% over $10,000,000

Presentation materials will be provided on a time and materials basis.

Please note that an additional administrative fee may be charged by the Kansas Division of Administration on any project based on complexity of project, type of construction and level of service required by the Department of Administration.

.070 Questions

Questions regarding this chapter may be referred to the Director of Facilities Planning at 532-6377.