How To Do Business with PDC

Public Works Projects

Because the University is a Public State agency, all projects are considered Public Works Projects. Public Works Projects are defined as , "The erection, construction, alteration, painting, repair, or improvement of any state structure, building, road, or other state improvement of any kind."

Facilities Requests

Facilities Requests are assigned to one of the departments of FD&O utilizing the i-Serivce Desk work order system:

Permitting

Building permits are issued by a regulatory agency certifying that the design is to current building codes; seismically sound, ADA compliant, well lit, and free of any hazardous materials. Projects are accessed as to whether or not a building permit is required. Projects that require building permits can be found on our Permits page.

Department Heads

Department heads identify facilities needs within their departments. These needs may include renovation, addition, and building improvements. All new projects submitted require inclusion of funding. To submit the proper request form see the follwoing list of frequently used documents.

Frequently Used Documents for Department Heads

All projects approved by FD&O must follow the campus Master Plan. The Master Plan elaborates on the planned campus development for a 5 Year period based on projected enrollment
Once FD&O has approved a project, a project manager (PM) is assigned to the project. This project manager is the liason between the department owner and the construction team. The PM meets with the department owner before securing funding, during the design phase and periodically throughout the project.

Contractors

FD&O hires contractors for work outside the scope of the maintenance team. These contractors perform a variety of services including construction, landscaping, estimating, project management and consultation. Construction projects include new construction, alterations, and additions or betterment of existing structures and infrastructures. To submit the proper request form see the follwoing list of frequently used documents.

Frequently Used Documents for Contractors

Project Status

To check the status of your project see the our Projects page.

Floor Plans

Floor plans are kept of all buildings on campus at FD&O.

A guide to Campus Department Owners

Download PowerPoint Slideshow [PDF]

Step One

Department owners create needs for building renovations, classroom alterations, office space improvements, parking structure additions, athletic structural needs, erection of signage and information kiosks. Once a Department Chair and the Space Advisory Committe approve the concept, submit your construction request via the iSerivce Desk who will create a Work Order in TMA describing department's need.

Step Two

TMA work control coordinator submits the Work Order to the Building Permit committee to determine if the request requires a building permit process or classify the project as normal repairs and maintenance for facilities management in-house trades group. If classified as a project, the committee assigns a Project Manager (PM) to coordinate with the Department Owner (DO) on the details of the construction process.

Step Three

The PM develops a project description, conducts initial feasibility study, creates a project estimate, and meets with the DO to discuss, review, and approve initial budget funding. If funding is committed, the PM proceeds to prepare a formal conceptual study of the details of the project.

Step Four

Depending on the complexities of the project, the PM may employ outside services such as feasibility consultants, architectural engineers, project estimators, environmental specialists, geotechnical surveyors, and historical professionals. All of which is geared towards the creation of a precise and detailed Scope of Work (SOW) of the project.

Step Five

(For projects $600,000 and above. For projects less than $600,000, see step eleven.)
From the Schematic Design Phase, the project will now proceed to the Preliminary Design Phase where specifications, plans, and drawings are approved by the CSU Office of the Chancellor (CPDC), Plan Check Consultants, California Environmental Quality Act (CEQA), State Fire Marshal, and other state regulatory boards.

Step Six

Approved drawings, plans, specifications, SOW are submitted to the Public Works Contracts Officer (CO) for the Bidding Phase of the project.

For projects above $5k, advertisement at the California Contracts Register is mandatory with the exception of direct contracts under $5K, JOC Projects, and when The University uses the SB/DVBE provision, Gov. Code Section 14838.7 and asks two or more SB/DVBE Contractors to submit a bid for projects under $250,000.00 or the cost limit reference in Public Contract Code 10105.

It is also necessary to place legal ads at local newspaper and trades circulars as well as builder exchanges.

A Pre-Bid Meeting shall be announced and all licensed Contractors and Subcontractors are invited. The project is discussed in detail followed by a Job Walk at the site. All issues for clarifications shall be addressed through an Addendum which shall be part of the Contract as referenced.

The Bid Opening shall be set approx. 30 days after the Pre-Bid meeting. During the Bid Opening, the bids are evaluated and a bidder is determined based on CSU and University guidelines. Then the contract is awarded.

Step Seven

A Pre-Construction meeting is set by the PM. The Contractor, Subcontractors, Consultants, University Information Technology Services (ITS) and Department Owners are invited to discuss protocols, access, phasing, planned work activities, parking, schedule of values, notice to proceed, Critical Path Method (CPM) construction schedule, request for payments, request for information (RFI), change orders (C/O), escrow, percentage of payment retentions, stop notices, notice of completion, and all issues that may come up in the performance of the Contract.

Step Eight

The Construction Phase is managed by the Project Manager with the help of the University Construction Inspector. The Inspector is responsible for the planned activities are being followed, prevailing wages are implemented, State codes are meticulously installed and projects inspected by government agencies such as the State Fire Marshal. The PM is responsible for all construction issues and that the project finishes on time and on budget.

Step Nine

Project Close Out. Final inspection is done by a committee usually composed of the Project Manager, University Inspector, Department Owner, Architect / Engineer, Consultants, and CSU representatives.

Step Ten

Beneficial occupancy can be given to the Department Owner despite of punch-lists being performed by the Contractor as long as normal activities will not be affected. Full occupancy usually follows. The Project Manager instructs the Contract Officer to file a Notice of Completion and all approved invoices and retentions paid. The PM submits request to FD&O Space Planner for updates to CMMS Program. The Project Manager submits a Project Evaluation and shares lessons learned in the performance of the project. Fire Marshal inspections are necessary for all projects indicated by the Building Permit process.

Step Eleven

(For projects below $600,000)
The schematic and preliminary designs will be reviewed by the PM with the DO for final approval of the SOW and the full commitment of the budget funding for the construction phase of the project. Timelines will be identified by the PM to coincide with department needs to arrive at the best window of opportunity for construction and determine occupancy by the DO.