Campus Planning and Facility Advisory Committee

…the new model for a comprehensive, partnership approach to campus and capital facility planning

Campus Planning and Facility Advisory Committee (“CPFAC”)

The former “CPC” was disbanded in December 2015 to make way for a model that better reflects the institution’s need to plan strategically.

The CPFAC structure allows for more significant, direct participation from schools and other university shareholders.

Shareholders provide important content that drives

institutional planning

Shareholders receive valuable data for use in

both strategic and short-term

planning initiatives

CPFAC Membership• Vice President for Financial Affairs & Administration, Co-Chair

• Provost, Co-Chair

• Senior Vice President for Development, Alumni and External Relations (or her/his designee)

• CEO of the Health System (or his/her designee)

• Vice President and Dean of the School of Medicine (or his/her designee)

• Chair of the Faculty Senate

• Associate Vice President for Business & Auxiliary Services

• Student Affairs Leadership Representative (appointed by Provost)

• Senior Facilities Officer

• Assistant Vice President for Facilities Planning

• Senior Dean (rotating, 2 year membership)

• Senior Associate Athletic Director

• Assistant V.P. for Occupational Health & Safety (or his/her designee)

• Staff Support as periodically appointed by Vice President for Financial Affairs & Administration

CPFAC Responsibilities

• Annual review of the Facilities Development Plan, the Annual Capital Development Plan and State Capital Appropriations Request;

• The gathering and review of data regarding physical facility strategic needs from schools and other programmatic sources for inclusion in the annual and 5-year master planning process;

• Establishment of a schedule and priorities for completing improvements in the Master Plan;

• Review of amendments (updates) to the Master Plan;

• Establishment and adoption of procedures for incorporating recommendations from the Master Plan into UAB’s financial planning and budgeting process;

• Conduct of regularly scheduled reviews of campus planning, design, acquisitions, and construction activities including new campus landscape and open space projects, road or alley closings and openings, implementation of design guidelines, requests for land acquisitions/dispositions, design and construction of proposed new buildings and major renovations;

• Review of projects with significant visual impact to the campus, including buildings, site improvements, and from time to time, campus outdoor sculpture initiatives.

Capital Facility Planning, Equipment Purchases and the Board of Trustees• Capital projects are required to be submitted to the Board of Trustees for approval;

• Capital projects are defined as any demolition, construction, renovation which has a total estimated cost equal to or greater than $750,000;

• Any project, regardless of cost, that substantially impacts the visual appearance of the campus or that involves historically significant or otherwise notable structures, must be submitted to the Board for approval;

• Purchases or leases of individual items of equipment equal to $500,000 or more shall be submitted to the Board for approval unless:

• The equipment is already included in a capital construction project that has been submitted to/approved by the board; or

• If the equipment is funded by a grant or contract and the expenditure or value of the equipment is less than $1,000,000 and at least 75% of the operational cost associated with the equipment will be paid by the grant/contract over the estimated useful life of the asset.

Pro Forma Requirements – placeholder

Four Stages of the Board Submittal Process…Stage I Submittal (Information):

1. Stage I is an approval of the project as a concept.

2. Although budget numbers and a general scope are provided at this stage, these items are not formally approved until Stage II.

3. All new construction and renovation projects with a total project cost equal to or greater than $750,000 require Stage I approval.

4. Approval of the Stage I submittal allows UAB to select an architect and begin formal planning for the project.

5. Projects inclusion in the Annual Capital Development Plan can satisfy the requirement for Stage I approval.

Stage II Submittal (Architect, Scope and Budget):

6. Stage II is an approval of final project scope, final project budget, ranking of interviewed design consultants, ranking of other major consultants (construction manager, commissioning agent, geotechnical engineer, etc.)

7. Approval to negotiate consulting agreements with ranked firms

8. All new construction and renovation projects with a total project cost equal to or greater than $750,000 require Stage II approval.

9. For interior renovation projects with a total project cost of less than $10,000,000, a Stage II approval is the last approval the Board requires.

Four Stages Continued…Stage III Submittal (Architectural Design):

1. Stage III is an approval of the exterior design and appearance of a project.

2. Items considered are the buildings (exterior appearance) relationship with surrounding facilities, the buildings compliance with the UAB Master Plan and UAB's design standards

3. All projects with a substantial impact to the campus environment require Stage III approval regardless of project cost.

4. Interior renovations that do not have a significant impact on the exterior of the building do not require a Stage III approval.

5. Greenways, pedestrian promenades and athletic fields do require Stage III submittal even though they may not include buildings.

Stage IV Submittal (Contract Award) is approval of:

6. Construction contract award (project has already bid and price for construction contract is known)

7. Approval of Construction Management Trade Packages (Construction manager will bid and award all trade packages in the future so long as they do not result in an increase in the total project cost)

8. All new construction projects with a total project cost equal to or greater than $750,000 require Stage IV approval.

9. Renovation projects with a total project cost equal to or greater than $10,000,000 require Stage IV approval (renovations less than $10,000,000 do not require Stage IV approval).

Board Meetings and Materials Deadlines

Date Materials Due to President’s Office* Applicable Board Meeting Dates

May 1, 2015 June 18-19, 2015 (Tuscaloosa)

August 7, 2015 September 17-18, 2015 (Tuscaloosa)

September 25, 2015 November 5-6, 2015 (Tuscaloosa)

December 18, 2015 February 4-5, 2016 (Birmingham)

February 26, 2016 April 7-8, 2016 (Huntsville)

May 6, 2016 June 16-17, 2016 (Tuscaloosa)

August 5, 2016 September 15-16 (Tuscaloosa)

*These are the dates the completed, fully reviewed and approved materials are due in the Office of the President. Schools/Divisions should work closely with the Office of Facilities Planning, Design and Construction on capital facility/equipment board packages to ensure fully reviewed and approved materials can be delivered to the Office of the Vice President for Financial Affairs & Admin. at least 1 week prior to this final deadline, so the appropriate VPs and the Provost have time to complete their required reviews.

Master Planning Required by the Board of Trustees• A comprehensive master plan, updated via amendments, is periodically submitted to the board

for approval when significant physical changes to the campus are proposed. The full master plan must include:• Defined system for land acquisition and utilization;• Building/site densities;• Architectural design standards;• Choice of building materials;• Parking and traffic studies to support pedestrian/vehicular circulation;• Utility systems;• Campus services;• Landscaping and signage.

• A Five-Year Facilities Development Plan is submitted annually to the System Office in May of each year (for potential approval at the September board meeting). The Five-Year plan is intended to project, for a minimum five-year time period, space requirements to support campus academic and administrative programs.

• An Annual Capital Development Plan (“ACDP”), is also submitted annually to the System office in May (for potential approval at the September board meeting). The ACDP is the list of all capital projects UAB anticipates submitting to the Board during the next fiscal year.

Proposed UAB Campus Master Plan

(an amended Master Plan will be submittedto the Board in the upcoming planning cycle)

Accommodate long term program growth of UAB’s primary mission – Instruction, Research, Clinical Care, Service and Economic Development

Provide the supporting infrastructure facilities to meet the needs and expectations of students, visitors, and staff

Foster enhanced functional and program interconnections through facility placement, building design, and open space systems

Foster a more pleasant and safe campus environment through attention to walkways, lighting, landscaping and organization of campus parking

Master Plan Goals - Summary

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Encourage Parkside and Five Points town/gown mixed use development and foster interconnection of the campus with these areas

Enhance Interstate accessibility to and from campus and reduce vehicular congestion on campus

Establish more prominent Campus Gateways and Wayfinding mechanisms

Master Plan Goals - Summary

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Functional Diagram ofProposed Master PlanFunctional Diagram of Proposed Master Plan

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Proposed Campus Gateways

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Maximization and Utilization of Space Team

“MUST”(a working group reporting to the CPFACP)

MUST – the new Space Utilization Team

• The purpose of the Maximization and Utilization of Space Team ("MUST") is to provide information to support recommendations and decisions related to capital planning;

• The committee will regularly review the space inventory, space utilization and campus design to proactively identify future space needs. Further, MUST will make recommendations to the Campus Planning and Facility Advisory Committee ("CPFAC") as it's members make decisions for development of the campus and as it prepares the Annual Capital Development Plan for the Board of Trustees.

• The members of MUST are appointed by the Vice President for Financial Affairs and Administration and represent a cross-section of schools, divisions and administrative personnel.

• Still in its start-up phase, MUST is currently engaging in planning activities which will be outlined for the campus shareholders in the near future.

Updated Information

Updated information on the activities of the CPFAC and MUST will be available on the Vice President for Financial Affairs & Administration website at: www.uab.edu/vpad/CPFACNews

The last approved Master Plan for UAB, as well as other relevant facility planning material, can also be found at the above site.