Intercollegiate Athletics Policy Manual

8.00 Events and Facilities

8.08.1 FACILITIES - Expansion and Renovation

Policy

All construction and renovation projects will be presented to the university administration for their review and approval.  Such approval will be required before implementing any initial project action.

All construction and renovation projects will be reviewed by the Associate Vice President for Plant Management to determine the most appropriate method for procuring the necessary services and the method of managing the project.

Procedures

Project Determination Phase 

With input from the athletics staff and coaches projects will be defined.  The Director of Athletics will determine which projects are to be presented to the administration for consideration.

Project Approval Phase 

Once projects have been selected, they will be presented to the Athletics Council for review and recommendation to the University administration.  Following the Athletics Council’s recommendation, the projects will be reviewed and approved by the administration.  If it is determined that a professional services provider (outside Architect or Engineer) is required for the project, athletics staff shall participate in the selection process with the guidance and direction of the Physical Plant Contract administration.

Project Design Phase 

Following project approval, the staff will initiate project design actions.   The project design phase will include input, review, and approval of the architects and engineers of the University Physical Plant staff.  During this phase, plans, specifications and university requirements will be incorporated into documents suitable for the acquisition of competitive bids from qualified contractors.  As early as possible in the design process, a “project and funding approval” form shall be sent to and approved by the Vice President for Business Affairs.  At that time, the funding would be transferred from an athletics account to a “Project Construction Account”.

Implementation and procurement of the final project shall be approved by Physical Plant and Athletics prior to being released for bids.  The documents and bidding shall comply with the bidding procedures and requirements of Physical Plant Contracts Administration or UT Purchasing Department as applicable per project.

Project Bid Award 

Competitive bids* will be reviewed by the Physical Plant staff and the athletics staff to determine the contractor/vendor with the best overall bid.  Evaluations will be made by the Physical Plant staff and the athletics staff of any “alternate bid proposals” requested in bid specifications or any alternate bid proposals provided by bidder.  The final scope of the project will be agreed to between athletics staff and Physical Plant staff and the award of the bid will be communicated to the contractor.

Project Manager 

The Athletics Department will designate a project manager for each project.  Physical Plant will determine when a project requires a designated project manager from their staff and will assign their staff accordingly.  These representatives will oversee the daily actions of the contractor to assure that the project specifications are followed.  They will, also, be available to review and discuss any problems or situations that may require a “change order.”

*Competitive Bids:  Competitive bids may be received from contractors/vendors in response to architectural plans and specifications or in response to instructions in a Purchase Order.

 

 

last updated: February 11, 2009